A Fare Extraordinaire
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
Bachelor's degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience considered
Previous experience in events, hospitality, or catering industries preferred
Experience with Adobe Suite, Canva, Social Tables or AllSeated a plus
Strong organizational skills with the ability to manage multiple tasks and prioritize based on deadlines and importance
Proficiency in database entry and comfort learning new event management software (experience with Caterease or similar systems a plus)
Excellent written communication skills with accuracy in grammar, spelling, and punctuation
Personable, professional demeanor with the ability to work effectively across departments and with a wide variety of clients and vendors
Proactive, adaptable, and solutions-oriented, with strong attention to detail
Ability to work evenings, weekends, and extended hours as needed for event execution
DESCRIPTION OF PACKAGE
This is a salaried, exempt position
Office hours are Monday – Friday, 9 AM – 5 PM
Nights and weekend work required based on event schedule
Health, vision, dental and life insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered
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
Bachelor's degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience considered
Previous experience in events, hospitality, or catering industries preferred
Experience with Adobe Suite, Canva, Social Tables or AllSeated a plus
Strong organizational skills with the ability to manage multiple tasks and prioritize based on deadlines and importance
Proficiency in database entry and comfort learning new event management software (experience with Caterease or similar systems a plus)
Excellent written communication skills with accuracy in grammar, spelling, and punctuation
Personable, professional demeanor with the ability to work effectively across departments and with a wide variety of clients and vendors
Proactive, adaptable, and solutions-oriented, with strong attention to detail
Ability to work evenings, weekends, and extended hours as needed for event execution
DESCRIPTION OF PACKAGE
This is a salaried, exempt position
Office hours are Monday – Friday, 9 AM – 5 PM
Nights and weekend work required based on event schedule
Health, vision, dental and life insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered