A Fare Extraordinaire · 8 hours ago
Event Coordinator
Houston, TX
Full-time
Onsite
New Grad, Entry LevelA Fare Extraordinaire is seeking an Event Coordinator to support their Sales Team by managing administrative tasks and contributing to event execution. The role involves client communication, proposal building, vendor coordination, and onsite event support.
CateringEvent ManagementEventsFood and BeverageLighting
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
Qualification
Required
Bachelor's degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience considered
Previous experience in events, hospitality, or catering industries
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
Preferred
Experience with Adobe Suite, Canva, Social Tables or AllSeated a plus
Benefits
Health, vision, dental and life insurance
PTO
Mileage and cell phone reimbursement
401K matching offered
Company
A Fare Extraordinaire
A Fare Extraordinaire is an event and catering company that offers menu design, event planning, and catering services.
Founded in 1985
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Rachael Volz
CEO and Owner
Company data provided by crunchbase