Event Coordinator

Full-Time | Salary Range: $55,000–$60,000 annually + Quarterly Performance Bonus

About 2Shea Catering

2Shea Catering is a family-owned catering company serving the Capital Region and surrounding areas of Upstate New York. With generations of hospitality experience, we specialize in weddings, corporate events, social celebrations, and large-scale off-premise catering.

We're growing our team and looking for a highly organized, detail-oriented Sales & Event Coordinator who loves hospitality, thrives on organization, and takes pride in creating an exceptional client experience.

About the Role

The Sales & Event Coordinator plays an essential role in supporting our sales department and guiding clients through the planning process once their event is booked.

Working closely with our Director of Sales & Marketing, sales team, culinary team, and event operations staff, this person will ensure that every event moves seamlessly from the initial sales handoff through final event preparation.

This position combines client communication, event coordination, sales support, and administrative responsibilities. The ideal candidate is proactive, organized, comfortable managing multiple priorities, and genuinely enjoys working with people.

Key ResponsibilitiesClient Experience & Event Coordination

Serve as the primary planning contact for assigned clients after their event is booked.
Guide clients through an organized planning process with clear timelines, deadlines, and communication.
Coordinate menu selections, guest counts, dietary requirements, rentals, linens, floor plans, and event timelines.
Schedule and assist with planning meetings, tastings, venue walkthroughs, and final-detail appointments as needed.
Maintain consistent client communication and provide timely follow-up.
Anticipate planning needs, track outstanding information, and proactively address questions or concerns.
Ensure all final event details are documented accurately and communicated to the appropriate teams.

Sales Support & Administrative Responsibilities

Support the sales team with day-to-day administrative tasks and department organization.
Maintain accurate client information, event records, and communication histories.
Assist with preparing proposals, contracts, invoices, and other sales documentation as directed.
Organize and maintain electronic event files, documents, and internal records.
Track outstanding paperwork, deadlines, payments, and client deliverables.
Assist with scheduling appointments, coordinating calendars, and preparing meeting materials.
Support the organization and coordination of tasting events, venue visits, and sales-related activities.
Provide general administrative assistance to the Director of Sales & Marketing and sales team as needed.

Liquor Licensing & Event Compliance

Prepare and coordinate liquor license and special event permit applications for applicable events.
Gather required event details, supporting documents, venue information, and approvals.
Track application deadlines, submission requirements, fees, and permit statuses.
Communicate with venues, municipalities, and appropriate regulatory agencies regarding application requirements and status.
Maintain organized records of applications, approvals, and related documentation.
Coordinate with management to ensure required permits and approvals are obtained before applicable events.
Escalate licensing questions, exceptions, or potential compliance concerns to management.

Event Production & Internal Coordination

Prepare and maintain detailed Banquet Event Orders (BEOs) and supporting event documents.
Coordinate with culinary, operations, and event production teams to communicate event requirements.
Track event deadlines, outstanding decisions, and final confirmations.
Verify that event details are accurate and complete before transitioning to production.
Communicate event changes promptly to the appropriate departments.
Assist with post-event follow-up and administrative closeout.

Systems & Organization

Maintain accurate information in Total Party Planner (TPP), our catering management platform.
Utilize established checklists, templates, and workflows to ensure consistency.
Track planning milestones and follow up on outstanding client information.
Participate in daily sales coordination meetings and weekly department meetings.
Assist with maintaining department reports, tracking documents, and internal resources.
Help identify opportunities to improve internal processes, efficiency, and the client experience.

Qualifications

Previous experience in catering, event planning, hospitality, or event coordination preferred.
Strong organizational skills and exceptional attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple events, deadlines, and priorities simultaneously.
Comfortable handling administrative tasks and detailed documentation.
Strong follow-through and ability to work independently.
A proactive approach to problem-solving and client service.
Comfortable working collaboratively across sales, culinary, and operations teams.
Proficiency with Microsoft Office or Google Workspace.
Experience with Total Party Planner or similar catering/event management software is a plus.
Professional, dependable, and comfortable working in a fast-paced hospitality environment.

Compensation & Benefits

Annual salary range of $55,000–$60,000, based on experience.
Opportunity to earn quarterly performance bonuses, based on established performance measures.
Benefits and paid time off to be discussed during the hiring process.
Opportunity for professional development and growth within an expanding hospitality company.

Why Join 2Shea?

At 2Shea Catering, we believe great events begin with great people. Our team works together to create memorable experiences, and we're looking for someone who shares our commitment to hospitality, organization, and exceptional service.

This is an opportunity to take ownership of the event coordination process, build meaningful client relationships, support an expanding sales department, and play an important role in the continued growth of 2Shea Catering.

Interested in joining our team?

We'd love to hear from you! Please submit your resume and a brief introduction outlining your relevant experience.

Pay: $55,000.00 - $70,000.00 per year

Benefits:

Employee discount
Flexible schedule
Paid time off
Retirement plan

Ability to Commute:

Albany, NY 12205 (Preferred)

Work Location: In person