EVENTS COORDINATOR

Job Description

Job Description

Catering Event Sales Coordinator

Company: THE WILD THYME COMPANY

Position Type: Full-Time

Location: San Diego, CA

Per Hour: $24-$30/Hr includes commission

The Catering Event Sales Coordinator plays a crucial role in maintaining organized and efficient sales and operating procedures for The Wild Thyme Company. This position requires exceptional time management, flexibility, and interpersonal skills to manage multiple clients and events simultaneously. The successful candidate will embody the core values of The Wild Thyme Company's Mission Statement, "The Wild Thyme Way," which emphasizes High Fives, Huddle, Respect, Crave, Don't Half Ass It, and Good Vibes.

What we Offer:

-Competitive Pay

-Flexible Scheduling

-Vibrant Work Environment: Work at various exciting locations throughout the region.

-Team Support: Collaborate with experienced chefs and event staff.

Key Responsibilities:

Event Production:

- Accept handoff responsibility of clients for event production, post-tasting.

- Fully operate events from preliminary planning to execution.

- Request/place equipment rental orders and review/approve them.

- Log, file, and organize all documents related to specific events for easy access during the planning process.

- Upload photos from tastings into the TPP event file.

- Prepare food signs for events or coordinate with graphic design for signage as needed.

Operations:

- Prepare/communicate revisions to clients and internal departments.

- Act as a liaison between the sales department and culinary/operations teams.

- Attend weekly production meetings and update worksheets accordingly.

- Translate contracted events into load lists and other production needs.

Venues & Frequently Visited Sites:

- Stay up to date on venue policies, restrictions, and BOH/FOH setups.

- Work closely with venue managers regarding event timing and setup.

- Develop floor plans and detailed setup instructions for each event.

Tasting Room:

- Help maintain inventory in the tasting room.

- Keep the tasting room neat and clean.

- Set up the tasting room for client tastings according to the tasting setup checklist.

- Create tasting menus and prepare signage to welcome guests.

Client & Vendor Relations:

- Act on behalf of the Catering Sales Manager to answer client questions in a timely manner.

- Book/contract other outside vendors as needed.

- Conduct timely handwritten or email follow-ups post-event.

- Maintain good relations with current clients and potential relationships.

- Occasionally act as an on-site liaison at events for clients, event managers, and venue directors.

- Follow up with the Catering Sales Manager to resolve client concerns.

Sales Management:

- Support the Sales Manager in selling products and services to current and potential clients.

- Support action plans and schedules to achieve sales goals.

Financial:

- Manage/track client payments and collect 2nd and 3rd final payments.

- Responsible for post-event analysis and final billing.

- Confirm actual server and labor hours and invoice clients for any outstanding balances.

Marketing Efforts:

- Use Adobe Illustrator, Canva, or Word to create event signs and materials for specific events and themes.

- Assist with client surveys and attend events when necessary.

Administrative:

- Complete data entry into Total Party Planner and generate reports for the Sales Team.

- Answer phones and submit inquiries to the Director of Sales for distribution.

- Assemble sales kits and vendor/partner appreciation "goodie" bags.

- Complete ABC Permits and submit them to the Operations Manager.

- Prepare and set up rooms for Sales Manager meetings/tastings with potential clients.

- Attend sales meetings and handle some "House" sales accounts.

- Perform other duties as assigned.

Requirements:

- Previous experience in sales, event planning, or a related field preferred.

- Strong organizational and time management skills.

- Excellent interpersonal and communication skills.

- Ability to work well under pressure and manage multiple tasks effectively.

- Proficiency in Adobe Illustrator, Canva, or Word for creating event materials.

- Knowledge of Total Party Planner or similar event planning software, Excel, and Outlook is a plus.

Benefits:

- Competitive salary based on experience.

- Comprehensive benefits package, including company subsidized healthcare, paid vacation, and paid holidays.

- Opportunities for advancement within the company.

- Positive and supportive work environment.

Join Us:

If you're ready to be a part of a creative and committed team, apply today! Bring your expertise and energy to The Wild Thyme Company and help us continue to host spectacular events. We look forward to welcoming you to our Wild Thyme Foodie Family!

To Apply:

Submit your application online by clicking the "Apply" button on this posting. Please include your resume detailing your relevant experience and qualifications.