Event Operations Coordinator

• Meet and/or speak with the sales manager to review any details discussed during the contract process • Send an introductory email outlining the timeline of the detailing process within 2 days of event contracting • Set appropriate tasks in Tripleseat & Calendar • Create digital and hard files for each event to include: checklist, proposal, contract, BEO, vendor invoicing, change sheet, receipts, recaps, final numbers • Ensure all deposits and final payments are paid by the due date and noted in Triple Seat • Meet and/or speak with the client to fully understand the desired event logistics • Prepare detailed Banquet Event Order in TripleSeat • Draft due to Client no later than 2 weeks prior to the event date • Use TripleSeat and enter all communication to allow for transparency on event status • Log all meetings, sites, and calls to ensure proper tracking of clients • Distribute the appropriate paperwork and coordinate with the proper departments to ensure quality event delivery and customer satisfaction • Staffing Schedule • Kitchen and Food Quantities and Presentation • Ensure all final numbers are entered into TripleSeat and payments are closed out by the morning after the event • Send final receipts to clients, along with thank you note and feedback form immediately following the event, with the sales manager copied • Ensure that any appropriate event equipment or leftover items from the client are brought back to the office and/or securely stored at the venue • Drive overall event revenues through up-selling goals on food, beverage, AV, and third party services • Negotiate and oversee all contracts with third-party vendors • Manage customer budgets to maximize revenue and meet customer needs. • Oversee and ensure positive customer experiences from file turnover through the post-event phase until turnover back to sales • Attend venue manager meetings to review and discuss upcoming confirmed events • Assist in setting Venue Operations team’s up for successful on-site event servicing • Meet with MOD prior to staff arrival to review hot points and BEO • Outline F&B Upsell Opportunities and Extension Rates • Create proof for seated menus and print any framed signage • Introduce Client to MOD • Assist with set up and décor of the event • Follow up with Banquet Captain / MOD day after the event to send recap and finalize billing • Greet Client on-site at Event and Introduce to venue MOD • Assist in event décor and linen management • Coordinate cleaning of linens • Oversee tracking and storage of decor • Assist in soliciting and maintaining private event business for all RMD Venues by: • Building and maintaining positive working relationships with RMD Event clients (including third parties and direct corporate clients) • Participate in any sales blitzes/promotional events/gifting etc. • Must be able to communicate well both orally and in writing • Must be comfortable learning new skills • Must be able to push and pull. RMD brings extensive expertise in all areas of consulting including design, development, and management, plus a talented team of industry leaders that continue to elevate guest and client experience in San Diego and beyond.