Event Sales & Catering Coordinator

Position Summary

The Event Sales & Catering Coordinator is responsible for private event sales, catering sales, planning, coordination, and day-of event execution for on-site and off-site events, including assigned nonprofit, community, and specialty promotional events. This position owns the client relationship from initial inquiry through event completion and serves as the primary point of contact for clients throughout the sales and planning process.

This is a lead, high-accountability role requiring strong hospitality, clear communication, honest expectation-setting, and the ability to remain calm and solutions-focused in fast-moving or high-pressure event environments. The role is responsible for building proposals, managing planning details, coordinating with kitchen, bar, vendors, and support teams, and helping ensure each event is executed according to plan and company standards.

Schedule and Hours Expectations

This is a full-time salaried exempt position with a minimum expectation of 40 hours per week. Because this role supports private events, catering sales, client meetings, planning, and event execution, the schedule will regularly include evenings, weekends, and event-day coverage.

Workload Expectations

This role is expected to maintain a full-time workload, and there will be workweeks that exceed 40 hours based on business volume, event schedules, client needs, and operational demands.

Core Responsibilities

Event Sales and Client ManagementManage private event and catering inquiries from first contact through bookingLead tours, discovery calls, tastings, and client meetingsBuild proposals, quotes, and event pricingPrepare contracts and support deposit follow-upMaintain active communication with clients throughout the planning processServe as the primary communication point for clients, coordinating internally with the appropriate divisions and communicating clear answers back to the clientHelp close business and maintain a healthy sales pipelineSupport business development through client follow-up, outreach to past clients and referral sources, and sales activity tied to private events, catering, nonprofit events, and specialty opportunitiesPlanning and Coordination

Build and maintain event details, timelines, guest counts, layouts, food notes, rental notes, and bar notesPrepare master event sheets, run sheets, and execution documentsCoordinate directly with kitchen, bar, rentals, vendors, and internal support teamsEnsure sold promises, special requests, and key execution details are documented clearly and accuratelyKeep calendars, files, planning notes, and status updates organized and currentCatering Sales and Off-Site Coordination

Manage catering sales in addition to on-site private event salesBuild catering proposals and oversee catering client communicationCoordinate food counts, timing, delivery details, setup needs, and service expectations with kitchen leadershipHelp ensure off-site catering events are planned in a way that can be executed cleanly and professionallyDay-of Event Execution

Serve as the default client-facing lead on event day unless reassignedRemain accountable for event execution even when tasks are delegated or support staff are usedManage timeline flow, key transitions, and problem resolution during serviceHelp ensure setup, final readiness, and service execution align with the approved plan and client expectationsNonprofit, Community, and Promotional Event SupportOversee assigned nonprofit, community, and specialty promotional eventsRepresent the company at approved off-site promotional events such as bridal fairs and similar showcasesCoordinate logistics, materials, presentation, and follow-up tied to those appearancesHelp turn promotional exposure into future leads and bookingsAdministrative and Reporting Expectations

Maintain organized booking records, client files, deposits, calendars, and planning documentationIssue clear event-ready information to kitchen, bar, and support teams before event dayTrack booking activity, lost business reasons, follow-up needs, and general sales activitySupport leadership with organized reporting and event updates as neededQualifications

Experience in event sales, event coordination, catering sales, hospitality sales, or a related field preferredStrong communication and client service skillsStrong organization and follow-throughAbility to manage multiple projects, timelines, and priorities at onceAbility to stay calm and professional in fast-moving event environmentsComfortable working evenings, weekends, and event-driven schedulesExperience working with event planning documents, proposals, and client communication preferredPerformance Expectations

Maintain a professional, organized, and responsive presence with clients, vendors, and internal teamsProtect the client experience from first contact through final executionKeep planning details accurate, complete, and execution-readyCommunicate clearly with ownership, kitchen, bar, vendors, and support teamsStay flexible and dependable during high-volume periods and major event weeksRepresent the company well during tours, meetings, tastings, shows, and live eventsRemain calm, professional, and solutions-focused when handling difficult clients, live-event issues, or fast-moving changesSet expectations honestly, protect company standards, and avoid overpromising services, timing, or inclusions that have not been approvedPhysical and Practical Requirements

Ability to move throughout event spaces and off-site locations for extended periodsAbility to lift and carry event materials, signage, or small event-related items as neededMust have reliable transportation for off-site meetings, events, and promotional appearances if requiredAbility to work in both office/planning settings and live event environmentsCompensation

Compensation includes a salary range of $45,000 to $55,000 annually based on experience and fit, plus full employer-paid health benefits for eligible employees and generous bonus or incentive compensation tied to event and catering sales performance, in accordance with company policy.

Equal Opportunity Employer

HighWire Tucson is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Company DescriptionHighwire Tucson is a premier downtown destination offering innovative cocktails, craft beers, and exciting events. Known for our sustainable practices and vibrant atmosphere, we provide a dynamic venue for both locals and visitors to enjoy great drinks, food, and entertainment.