Event Sales Coordinator MLS

Description

**Position:** Event Sales Coordinator - Mercado Little Spain

**Company:** José Andrés Group (JAG)
**Location:** Mercado Little Spain – New York, NY
**Department:** Events & Administration
**Reports To:** Events Manager / Director of Event Sales
**Employment Type:** Full-Time
**Compensation:** Competitive Pay + Benefits

About José Andrés Group & Mercado Little Spain
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José Andrés Group (JAG), led by Chef José Andrés, is a hospitality company dedicated to creating extraordinary dining experiences through culinary innovation, exceptional hospitality, and our mission to **Change the World Through the Power of Food!**

Located in the heart of Hudson Yards, **Mercado Little Spain** is a vibrant culinary destination celebrating the rich flavors, traditions, and culture of Spain. Featuring restaurants, bars, market-style experiences, and private events, Mercado Little Spain offers guests an immersive dining experience inspired by Spanish hospitality.

We are seeking a highly organized, detail-oriented, and enthusiastic **Event Sales Coordinator** to join our team.

Position Summary
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The **Event Sales Coordinator** plays an essential role in supporting the daily administrative and operational functions of the Events Department at Mercado Little Spain while also assisting with general office administration and financial processes.

This position is responsible for preparing and organizing Banquet Event Orders (BEOs), creating customized event menus, coordinating catering deliveries, managing event documentation, communicating with clients, and ensuring accurate post-event follow-up.

In addition to event coordination, this role provides administrative support with invoice processing, vendor reconciliation, billing discrepancies, cash reconciliation, and office supply management.

The ideal candidate is a **highly organized, proactive, and detail-oriented professional** who thrives in a fast-paced hospitality environment, enjoys working across multiple departments, and takes pride in ensuring every detail is executed accurately and efficiently.

This individual should be comfortable balancing daily deadlines, communicating with clients and vendors, and supporting both the Events and Operations teams.

Key Responsibilities
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### Daily Event Preparation & BEO Management

* Review the daily event schedule and upcoming reservations in **TripleSeat**.
* Print all day-of-event **Banquet Event Orders (BEOs)** and ensure they are organized and available for the Operations and Management teams.
* Carefully review event details, including guest counts, event timing, menu selections, dietary restrictions, and special requests.
* Verify that event documentation reflects the most current confirmed information.
* Communicate updates, changes, or discrepancies to the Events Manager and Operations teams.
* Maintain organized event files and ensure documentation is easily accessible.
* Support daily event preparation to ensure seamless execution and communication between departments.

### Event Menu Creation & Printed Materials

* Create customized day-of-event menus using **Canva** and approved Mercado Little Spain templates.
* Ensure all menus accurately reflect the client's confirmed food selections and event details.
* Review spelling, menu descriptions, dietary notes, and event-specific information for accuracy.
* Maintain consistency with approved brand standards and menu formatting.
* Print, organize, and prepare menus for scheduled events.
* Coordinate with restaurant teams to ensure all menus and related materials are ready **by 1:00 PM on the day of the event**.
* Prepare additional event materials, signage, and printed collateral as needed.
* Maintain organized digital templates and event-related documents.

### Post-Event Closing & Client Follow-Up

* Review and close out completed events in **TripleSeat the following morning**.
* Retrieve and verify final event receipts.
* Confirm that all charges, payments, and outstanding balances are accurately reflected.
* Send clients their final receipts along with personalized thank-you messages through TripleSeat.
* Identify and flag billing discrepancies, outstanding balances, or client concerns for the Events Manager.
* Maintain accurate and complete event records.
* Ensure all post-event documentation is properly filed and updated.
* Support timely and professional follow-up to maintain positive client relationships.

### Phone Coverage & Client Communication

* Answer incoming event-related calls when the Events Manager is unavailable or away from the desk.
* Maintain a professional, friendly, and welcoming tone when communicating with prospective and existing clients.
* Take detailed messages, including:
+ Client name and contact information
+ Event date
+ Estimated guest count
+ Reason for calling
+ Any time-sensitive requests
* Forward inquiries and messages to the appropriate team member promptly.
* Assist with responding to routine client questions within established guidelines.
* Maintain accurate records of client communications and follow-up needs.
* Support the Events team in delivering a responsive and organized client experience.

### OpenTable Reservations & Small Group Inquiries

* Enter reservations for **groups of fewer than 10 guests** into OpenTable when appropriate.
* Confirm reservation availability before entering bookings.
* Accurately record guest counts, reservation times, contact information, and special requests.
* Communicate reservation details or special circumstances to the appropriate restaurant team.
* Direct larger group inquiries or event opportunities to the Events Manager.
* Maintain accurate reservation records and follow established booking procedures.

### Catering Delivery Coordination – CaterWheels

* Schedule and coordinate catering deliveries through **CaterWheels**.
* Verify delivery information, including:
+ Delivery address
+ Client contact information
+ Order details
+ Requested delivery and arrival times
+ Special delivery instructions
* Coordinate with the appropriate restaurant and catering teams to ensure orders are prepared for dispatch.
* Communicate delivery updates or issues to the Events Manager.
* Maintain accurate delivery records and documentation.
* Support timely and organized catering operations.

### Event Execution & Department Support

* Assist the Events team with daily administrative and operational needs.
* Prepare event materials, signage, menus, and other printed collateral.
* Support the coordination of off-premise events, including **PM Perks**, as needed.
* Assist with event preparation, organization, and logistical coordination.
* Maintain event calendars, documentation, and departmental records.
* Communicate effectively with Operations, Culinary, Beverage, and Events teams.
* Help ensure all event details are communicated accurately and completed on schedule.
* Support special projects and other event-related assignments as directed.

Office Administration & Financial Support
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### Invoice Processing & Approvals

* Enter vendor invoices into **Craftable** accurately and in a timely manner.
* Verify invoice details, pricing, quantities, and supporting documentation.
* Submit invoices for review and approval in accordance with established procedures.
* Maintain organized records of invoices, credits, and related documentation.
* Identify missing information or discrepancies and communicate them to the appropriate department.
* Support accurate and timely processing of accounts payable documentation.

### Vendor Statement Reconciliation

* Review vendor statements and compare them against recorded invoices, credits, and payments.
* Identify missing invoices, outstanding balances, and discrepancies.
* Confirm that payments and credits are accurately reflected.
* Communicate discrepancies to vendors or the appropriate internal team.
* Maintain organized reconciliation records.
* Assist with resolving outstanding vendor account issues.

### Billing Discrepancies & Vendor Credits

* Identify billing discrepancies, including incorrect pricing, missing items, short shipments, and product returns.
* Request vendor credits for eligible discrepancies.
* Follow up on outstanding credit requests to ensure timely resolution.
* Process and document vendor credit memos.
* Maintain accurate records of outstanding and completed credits.
* Coordinate with Operations, Purchasing, and Finance as needed.

### Cash Reconciliation & Replenishment

* Assist with reconciling cash balances and deposits.
* Review cash records for accuracy and completeness.
* Identify and report cash discrepancies.
* Coordinate cash replenishment as needed.
* Maintain accurate documentation of cash-related transactions.
* Follow established cash-handling, reconciliation, and internal control procedures.
* Escalate unresolved discrepancies to the appropriate manager.

### Office Supply Management

* Monitor office supply inventory and usage.
* Identify supplies that require replenishment.
* Communicate supply needs to the appropriate manager.
* Assist with maintaining an organized and adequately stocked office environment.
* Support administrative organization and general office operations.

Requirements

What We're Looking For
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* **1–3 years of experience in event coordination, hospitality administration, restaurant operations, or a related role preferred.**
* Previous experience in restaurants, hotels, catering, or event venues strongly preferred.
* Strong organizational skills with exceptional attention to detail.
* Ability to manage multiple responsibilities and meet daily deadlines.
* Strong written and verbal communication skills.
* Professional and friendly telephone etiquette.
* Experience with **TripleSeat** or similar event management software prefer