Restaurant Event Coordinator

Position Summary

The Seasonal Events Booker & Coordinator is responsible for managing private dining and event inquiries from the initial guest contact through the successful execution of each event.

This role serves as the primary point of contact for guests planning private parties, celebrations, corporate gatherings, and other special events at the restaurants. The Events Booker & Coordinator will respond promptly and professionally to inquiries, gather and organize event details, communicate those details to the restaurant operators, and assist with producing each event.

The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing and tracking multiple events at different stages of planning. They are equally comfortable communicating with guests, creating detailed event documents, working with restaurant teams, and rolling up their sleeves to help produce an event on the day of service.

Please note, in addition to the hourly paid rate, a booking fee and coordination fee will be paid on all completed events.

Ideal Candidate

The ideal candidate is someone who is exceptionally organized but not precious about the work.

They can move comfortably from writing a polished email to a prospective client, to building a detailed BEO, to calling a restaurant manager, to printing 100 menus, to helping set a room before guests arrive.

They understand that successful events depend on the details—and that their job is to make sure those details are captured, communicated, and executed.

They are responsive, calm under pressure, comfortable asking questions, and willing to take ownership. Most importantly, they understand that their role is to create a bridge between what has been promised to the guest and what the restaurant needs to do to successfully deliver it.

Key Responsibilities

Event Inquiries & Booking

Serve as the primary contact for incoming event and private dining inquiries.Respond to inquiries promptly, professionally, and warmly.Gather information about each guest's event needs, including date, timing, guest count, menu preferences, budget, special requests, and other relevant details.Provide guests with accurate information about available event spaces, menus, policies, and logistics.Coordinate with restaurant operators to confirm availability and operational feasibility before confirming event details with guests.Communicate restaurant policies and established event options clearly and consistently.Manage the administrative process of confirming events and maintaining accurate event records.Maintain an organized calendar of inquiries and confirmed events.Follow up with guests to obtain outstanding information and ensure event details are finalized on schedule.Event Planning & Coordination

Serve as the central point of communication between the guest and the restaurant team once an event is confirmed.Gather and document all event details, including:Guest countDate and timingRoom or seating arrangementMenu selectionsBeverage arrangementsDietary restrictions and allergiesSpecial requestsDécor and setup requirementsAudio/visual needsEntertainment or outside vendorsBilling and payment detailsSpecial occasions and guest preferencesCoordinate event details with the General Manager, Chef, and other restaurant operators.Track deadlines, deposits, menu selections, final guest counts, and other required information.Follow up with clients as needed to ensure all required information is received prior to the event.Communicate clearly and frequently with event hosts to ensure their expectations are managed and they understand and are happy with the terms of their event.Conduct final event-detail reviews with the restaurant team prior to each event.BEOs & Event Documentation

Draft detailed Banquet Event Orders (BEOs) or equivalent event documents for each confirmed event.Ensure BEOs accurately reflect the final event details, including event timing, menu, setup, service expectations, special requests, and other operational details.Distribute and review finalized event documents to the appropriate restaurant team members.Event Production & Day-of Support

Assist with the production and execution of events as needed.Help prepare the restaurant and event space prior to the arrival of guests, including producing menus, place cards, signage, seating charts, event materials, and other documents.Confirm room setup, table settings, décor, signage, and other event details are executed according to the guests’ expectations based on your conversations with them.Be available to assist with event execution and troubleshooting when appropriate.Ensure that special details communicated to the guest are in place before the event begins.Ensure the host and general manager are in communication on the day of the event to address any concerns.What Success Looks Like

A successful Events Booker & Coordinator will:

Respond to event inquiries quickly and professionally.Keep every event organized and moving toward completion.Ensure that nothing important about an event lives only in someone's head or inbox.Capture every critical detail and make sure it reaches the people responsible for executing it.Create BEOs and event documents that are clear enough for the restaurant team to execute without guesswork.Identify potential problems well before the event date.Help restaurant operators feel prepared for all the details of each event.Ensure menus, signage, documents, room setups, and other event details are prepared in advance.Contribute to events that feel seamless to the guest and manageable for the restaurant team.Qualifications

Previous experience in restaurant events, catering, hospitality, private dining, event coordination, or a related field preferred.Strong organizational and project-management skills.Excellent written and verbal communication skills.Exceptional attention to detail and follow-through.Ability to manage multiple events and deadlines simultaneously.Comfortable communicating directly with guests about menus, logistics, and expectations.Ability to work collaboratively with restaurant managers, chefs, and front-of-house teams.Comfortable using spreadsheets, email, shared documents, calendars, and other administrative systems.Ability to quickly learn restaurant-specific systems and event procedures.Professional, warm, and confident demeanor.Resourceful and comfortable solving problems in a fast-moving environment.Willingness to work occasional evenings, weekends, and event days as required.Comfortable performing hands-on event setup and production work.Pay: $25.00 - $33.00 per hour

Expected hours: 6.0 – 25.0 per week

Benefits:

Flexible scheduleWork Location: In person