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Compass Group USA · 1 day ago

EVENT COORDINATOR

New York, NY

Full-time

Onsite

Entry, Mid Level

$75K/yr - $80K/yr

Rapport is a specialized division of FLIK Hospitality Group focused on guest and employee services, meeting and event planning. The Event Coordinator will manage all aspects of event coordination, acting as a liaison between support departments and event hosts to ensure seamless execution.

AdviceFood and BeverageHospitalityProfessional Services

Responsibilities

Act as the primary liaison between internal teams (e.g., catering, audiovisual, IT, and facilities) to ensure all event needs are met

Collaborate with event hosts to recommend the best spaces and configurations to meet their needs

Develop comprehensive run-of-show documents, detailing step-by-step timelines and responsibilities for all event aspects

Oversee event setup, execution, and breakdown, ensuring all elements align with expectations

Coordinate travel arrangements and accommodations for event hosts and VIP attendees as needed

Manage scheduling and booking for event spaces, ensuring appropriate resources are allocated

Provide guidance on audiovisual and IT requirements, ensuring all technical needs are addressed in advance

Work closely with executive-level and C-suite employees to ensure their expectations are met with the highest level of professionalism

Communicate regularly with event hosts to provide updates and gather feedback throughout the planning process

Anticipate potential challenges and develop contingency plans to ensure events run smoothly

Respond to last-minute changes or requests with efficiency and poise

Report to the Conference Services Manager and assist with other tasks and projects as needed

Manage vendor relationships and contracts as required

Ensure compliance with company policies and safety regulations during all events

Maintain detailed records of event expenses and budgets

Assist in post-event evaluations to identify areas for improvement

Inputs and maintains all reservation data for on site and off premise (other corporate site locations) events including inquiries, tentative and definite

Details function sheets with specific needs & menu items

Creates buffet signage and printed menus as required for each event

Assembles and performs upkeep of organized event files including all correspondence, orders, invoices, payments, proposals, function sheets, etc

Handles all phone and online event inquiries including all pertinent event information client contact, date, time, format, number of guests, location, etc

Prepares proposals for events and submits staff requisitions

Receives and processes all deposits

Prepares final event invoicing and expense reports on a monthly basis

Qualification

Event PlanningOrganizational SkillsCommunication SkillsEvent Management SoftwareMicrosoft Office SuiteCustomer Service SkillsTechnical/Audiovisual ExperienceReservation SoftwareHospitality BackgroundInterpersonal SkillsProblem SolvingFlexibility