City Winery Boston Boston, MA, USA
Mar 26, 2019Full time
Event Coordinator JOB DESCRIPTION Job Title: Junior Events Manager/Event Coordinator Reports to: Event Director Job Class: Exempt Position Summary: Provide support to clients during the planning stages of events post-hand off from the Event Director; focus will be directed on small and medium events. Develop, organize and manage all events from the point of contract to the hands-on execution of the event. Successfully materialize the vision of the client, exceeding expectations at every opportunity; work with department heads to exceed client expectations during execution. Maintain a well-articulated and properly detailed working BEO in TripleSeat and communicate with other departments throughout the planning process. Establish and maintain excellent client relationships throughout planning and after the event in order to ensure return business and positive word of mouth publicity; endeavor to ensure that all guests will return and/or refer new business to City Winery for not only private event needs but also as a premier entertainment & hospitality venue. Overview of Responsibilities Tasks include, but are not limited to: Operations • Interact and develop a relationship with each client from the point of introduction • Develop, organize and manage designated events from the point of contract to the hands-on execution • Maintain correspondence with client throughout event preparation and execution to ensure clients’ needs are met and/or exceeded • Create organized and detailed Banquet Event Orders (BEOs) to be passed along to other departments (i.e. Front of House, Kitchen, etc.) to ensure smooth execution the day of event • Work directly with Executive Chef, Wine Director, GM and FOH Managers to secure event needs for execution • Schedule and conduct a walk-through with client to arrange and confirm details pertaining to every element of the event • Oversee event set-up and introduce client/on-site contact to Front of House Manager(s) facilitating particular event • Be available for questions during event set-up and check in on event periodically • Participate in weekly event production meetings to communicate the BEOs to team Sales • Find opportunities to “Up Sell” (Custom Label Wine, beverage upgrades, menu upgrades, etc.) • Create addendums for any additions to the original contract Admin / Assistant • Assist Event Director with writing event-specific paperwork • Manage phone calls and inquiries • Retrieve appropriate documents from Event Director and client to create and maintain physical file for each event • Establish and maintain department filing system to ensure efficiency and organization (upcoming events, events in progress, completed events, beverage logs, etc.; archive files as appropriate) • Maintain existing department resources (menus & descriptions, wine & beer lists, wine tasting notes, vendor resources/catalogs, etc.) • Maintain event materials and collateral (Press Kits, Event Brochures, Banner Ads, etc.) Financial • Create and analyze monthly and weekly Event Department Revenue vs. Cost Report • Collect all payments (including deposit, balance and addendum) and correspond with Accounting Department when necessary to facilitate and ensure receipt of payments City Winery strives to deliver the highest-end combined culinary and cultural experience to our customers who are passionate in sharing wine, music, and culinary arts. We are a unique facility, combining a fully functioning winery with intimate concerts, food & wine classes, private events in a variety of configurations, and fine dining. We have created a compelling mix for our sophisticated clientele of foodies, and active cultural patrons—bringing the wine country experience to the middle of a large city. At City Winery we don’t just accept differences in background and perspective – we celebrate it, we support it, and we thrive on it for the benefit of our employees and our community. We are proud to be an equal opportunity workplace and an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status. City Winery strives to deliver the highest-end combined culinary and cultural experience to our customers who are passionate in sharing wine, music, and culinary arts. We are a unique facility, combining a fully functioning winery with intimate concerts, food & wine classes, private events in a variety of configurations, and fine dining. We have created a compelling mix for our sophisticated clientele of foodies, and active cultural patrons—bringing the wine country experience to the middle of a large city. Acknowledgement: The above list of specific duties is considered to be essential functions of this position. This list is not exhaustive, is subject to change, and you are expected to assume any and all duties assigned by management whether or not they are listed here. An effort has been made to thoroughly describe the customary manner in which this job is performed; however, reasonable accommodations will be made for qualified individuals with disabilities who may not be able to perform the job in the manner indicated. You should contact your supervisor to request a reasonable accommodation. Decisions and criteria governing the employment relationship with all employees at City Winery are made in a non-discriminatory manner, without regard to race, color, creed, religion, national origin, sex, marital status, pregnancy, disability, sexual orientation, gender expression, veteran status, age, FMLA status, or any other factor determined to be unlawful by federal, state or local statutes. I acknowledge that I have received a copy of my job description and I understand what is expected of me as an employee. I understand that failure to meet the expectations outlined in the job description may result in disciplinary actions up to and including termination. We use eVerify to confirm U.S. Employment eligibility. Details Salary To Be discussed Schedule Full Time Experience Minimum 2 years of experience Location 80 Beverly St, Boston, MA 02114, USA Category Wine Bar Cuisine American Required skills Sales and Catering By applying you confirm you have these skills.