Event Coordinator

Job Description

JOB SUMMARY

The Event Coordinator supports the Event Producers on the A Fare Extraordinaire Sales Team by managing daily administrative tasks and contributing to seamless event execution. Responsibilities include fielding client inquiries, building proposals, coordinating vendor and rental orders, and maintaining organized event files. The role also provides onsite support during events, assisting with vendor management, timeline execution, and overall client service. The Event Coordinator will report to the Director of Sales.

For best consideration, apply directly by sending a resume and introductory email to resumes @ afehouston .com with the subject line : I read the Event Coordinator job description on LinkedIn.

RESPONSIBILITIES

• Provide administrative support to Event Producers
• Answer incoming inquiries via phone and email
• Record event inquiry information in Prospect Manager
• Maintain organized and up-to-date event files
• Prepare for and attend weekly meetings
• Build proposals in catering software, Caterease
• Input event timelines and monitor statuses in Caterease to reflect progress
• Upload confirmed vendor and rental tickets to Caterease
• Create and send event contracts via DocuSign
• Draft and distribute event notes to service staff
• Complete tasks based on Event Producer guidance and client deadlines
• Place vendor and rental orders, ensuring accuracy
• Assist in gathering final menus and guest count confirmations
• Ensure event payment deadlines are met
• Communicate project status, timelines, and delivery information to key stakeholders
• Attend client meetings and site visits with Event Producers as needed
• Assist with event design, including making diagrams, mood boards, and event signage
• Attend events to assist with load-in, execution, and load-out
• Invoice events post execution

SKILLS & EXPERIENCE

DESCRIPTION OF PACKAGE