Special Events Consultant and Coordinator

The Special Events Consultant & Coordinator serves as the primary consultant, relationship manager, and project leader for corporate events, nonprofit functions, private celebrations, and specialty event décor services.

The Special Events Consultant & Coordinator is responsible for cultivating new client relationships, leading thoughtful consultations, and guiding clients through every stage of the planning process, from the initial inquiry and concept development through proposal creation, event execution, and post-event follow-up. By understanding each client's vision, style, budget, and objectives, the Special Events Consultant & Coordinator develops customized floral and décor solutions that create memorable experiences while reflecting Eastern Floral's commitment to creativity, hospitality, and exceptional service.

In addition to client consultation, this position manages all event information within FlowerBuddy, ensuring customer accounts, proposals, orders, contracts, communications, and event details remain accurate, organized, and up to date throughout the planning process.

Working collaboratively across departments, this individual ensures every event is executed seamlessly while delivering exceptional client experience.

Key Job Functions

Client Experience & Event Consultation

· Serve as the primary relationship manager for prospective and assigned event clients

· Respond promptly to every new inquiries and cultivate relationships through exceptional hospitality and service

· Conduct comprehensive client consultations to understand each client's vision, objectives, venue, guest count, style preferences, timeline, and budget

· Guide clients through the creative planning process by providing professional recommendations for floral designs, décor, rentals, and event enhancements

· Develop customized proposals, estimates, and presentations that align with client goals while maximizing value

· Represent Eastern Floral as a trusted advisor by helping clients make informed decisions that create meaningful, beautiful, and memorable event experiences

· Build lasting client relationships through proactive communication, responsiveness, and exceptional customer care

· Maintain consistent communication with clients from the initial inquiry through final event completion

· Identify opportunities to enhance the client experience through additional floral, décor, rental, or seasonal services

Event Planning & Project Management

· Manage assigned events from signed proposals through successful completion

· Develop detailed production timelines, event worksheets, installation instructions, and execution plans that clearly communicate expectations across departments

· Coordinate logistics between the Floral Design Team, Production, Operations, Delivery, and Customer Experience teams

· Monitor project milestones and ensure all deadlines are achieved

· Estimate labor requirements for delivery, installation, teardown, and specialty event services

· Ensure all event details, revisions, approvals, and communications are documented accurately throughout the planning process

FlowerBuddy Management

· Create and maintain accurate customer accounts within FlowerBuddy

· Enter and maintain all event proposals, orders, contracts, client communications, timelines, and revisions

· Ensure customer records remain complete, accurate, and current throughout the planning process

· Update event details promptly as client decisions evolve

· Maintain accurate billing information, contracts, payments, and supporting documentation within FlowerBuddy

· Maintain organized event documentation that allows team members to seamlessly support events during schedule changes or absences.

Event Execution

· Serve as the on-site Eastern Floral representative for assigned events when appropriate

· Oversee event setup, installation, styling, and breakdown to ensure all work reflects Eastern Floral's quality standards

· Resolve on-site issues professionally and efficiently while maintaining a positive client experience

· Coordinate with venue staff, vendors, and internal teams to ensure seamless event execution

· Provide support for seasonal or holiday installation projects as assigned

Team Collaboration

· Partner closely with the Floral Design Team to translate client visions into creative floral and décor concepts

· Collaborate with Operations, Production, Delivery, and Customer Experience teams to ensure seamless execution

· Communicate event updates and changes promptly to all departments

· Foster a collaborative environment that supports efficient workflows and exceptional client service

Business Development & Customer Experience

· Deliver an exceptional customer experience that reflects Eastern Floral's commitment to hospitality, creativity, and excellence

· Assist with incoming event inquiries, walk-in customers, and phone consultations as needed

· Foster long-term client relationships that encourage repeat business and referrals

· Support continuous improvement of departmental processes, systems, and event planning workflows

· Represent Eastern Floral professionally within the community, building confidence in the company's event expertise and service

Additional Responsibilities

· Assist with wedding department support as business needs require

· Coordinate ordering and processing of flowers, décor, and event-related supplies

· Communicate purchasing and inventory needs with appropriate departments

· Participate in departmental meetings and ongoing professional development

· Support seasonal and holiday installation projects as needed to assist other departments

· Provide excellent in-store and phone customer service by assisting with product selection, resolving concerns, and ensuring a positive customer experience, as these interactions are central to our business

· Complete other duties as assigned by the Vice President of Operations or Creative Director

Experience and Qualifications Requirements

· Experience in event planning, hospitality, floral design, interior design, or customer consultation preferred

· Demonstrated success in consultative sales, relationship management, or project coordination

· Excellent verbal and written communication skills with the ability to build trust and inspire client confidence

· Strong organizational and time management skills with the ability to manage multiple projects simultaneously

· Exceptional attention to detail and commitment to accuracy

· Strong problem-solving and decision-making abilities

· Ability to collaborate effectively across multiple departments

· Comfortable presenting ideas, developing proposals, and guiding clients through the decision-making process

· Proficient in Microsoft Office Suite and able to quickly learn FlowerBuddy and other internal software systems.

Working Conditions and Physical Requirements

· Must be available to work on scheduled weekdays, evenings, weekends and holidays based on event schedules

· Must possess a valid driver’s license and be insurable under the company’s insurance policy

· Must be able to stand, walk, reach, lift, bend, twist and move throughout event venues and workspaces for extended periods of time

· Ability to load, unload, transport, and arrange floral and décor materials

· Must be able to lift frequently up to 35 lbs.; occasionally 35-100 lbs. with assistance

· Strong hand-eye coordination and attention to detail for floral placement, styling, and event installations.

The floral business is a dynamic and seasonal environment. In addition to the specific duties outlined above, all team members are expected to remain flexible and willing to assist in other areas of the shop as business needs arise, especially during peak floral holidays and high-volume seasons. Our shared commitment to teamwork ensures we deliver exceptional quality and service.

The above statements are intended to describe the general nature, types of work performed, and qualifications required of staff members assigned to this position. They are not intended or should be taken as an exhaustive list of tasks and responsibilities, duties, and requirements of personnel so classified. All indicated qualifications, duties and functions are essential job functions for purposes of the Americans with Disabilities Act (ADA).

Eastern Floral is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. We are dedicated to fostering an inclusive and welcoming workplace that celebrates the unique backgrounds and perspectives of all individuals.

Pay: From $18.00 per hour

Expected hours: No less than 35.0 per week

Benefits:

401(k)
401(k) matching
Dental insurance
Employee discount
Flexible schedule
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance

Work Location: In person