Oxford Exchange Event Sales Coordinator

Job Description

Job Description

Event Coordinator

Events at Oxford Commons offers a variety of options for social or corporate meetings and celebrations from business meetings, lunch / brunch gatherings, and evening affairs such as cocktail, dinner and wedding celebrations. Oxford Commons offers an exceptional experience through the booking, planning and execution process. Our events leave a lasting impression on every guest while allowing our hosting clients to be fully present and enjoy their event.

Job Description:

The Event Coordinator plays a vital role in offering exceptional customer experience to our clients, and support to our Sales and Operations teams.

The Event Coordinator will be the liaison between the client, vendors, and venue throughout the event day. The Event Coordinator must be knowledgeable and confident of the space and menu options.

The ideal candidate will excel in:

· Planning and organization.

· Creative and problem-solving thinking.

· Excellent written and verbal communication skills.

· Self sufficient and time management.

· Teamwork and collaboration.

Reports to: OE Events Sales Manager.

Responsibilities:

- Organize Banquet Event Orders and floor plans. Assist Managers and Coordinators with dinner service guides.

- Order and manage office supplies and materials for events.

- Answer phone calls, listen to voice messages and respong to event inquiries in a timely manner.

- Confirm final event details including guest count, F&B selections, final invoicing, and billing for Weekend Daytime Events.

- Communicate any changes and update events via electronic communication to the respective departments as they happen.

- Schedule group and private menu tastings for wedding events and confirm menu selections for tastings.

- Weekly AV, linen and rental orders for all private events.

- Organize and prepare event materials such as menu cards and signage.

Event Days:

- Run the event on the client facing side and being proactive on problem solving any issues that should arise on the day of the event.

- Support teammates as needed on events, even when not working directly with client.

- Assist in the setup and breakdown of events, ensuring everything is in place according to plan.

- Act as a point of contact for vendors, attendees, and staff during the event.

- Ensure the event runs smoothly by troubleshooting issues as they arise and providing on-the-spot solutions. Provide general support to the event team, including registration, guest assistance, and crowd management.

- Ensure that the event space is kept clean and organized during the event.

*Triple Seat is an easy-to-use event sale and booking management platform.

* Social Tables is an event space design platform.

Schedule requirements:

- Schedule will vary based on the event schedule. 20-30 hours for part time schedule.

- Coordinators are required to work both event days and office days.

- Weekend availability is required. Time off on weekends should be requested 2 months in advance.

Physical Requirements:

- Must be able to work in a standing position and walk for long periods of time.

- Event coordinators will regularly stand for long periods of time, bend, stoop, turn, lift, walk, and carry and lift up to fifty (50) pounds.

Qualifications:

- Flexible schedule (night/weekend hours required).

- Excellent interpersonal skills.

- Desire to work in a high-volume, fast-paced environment.

- Highly motivated with attention to detail.

- A passion for organization, a positive attitude.

- Interest in learning the inner workings of events from sales and planning, start to finish.

- A high degree of professionalism and excellent personal presentation.

Oxford Commons is an equal opportunity employer. We believe in hiring a diverse workforce and sustaining an inclusive, people-first culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law.

Oxford Commons is a hospitality company built by a team of dreamers and doers, dedicated to creating inspired spaces that foster fellowship, exploration, and meaningful connection. Its family of brands includes distinctive dining, social, and lifestyle concepts such as Oxford Exchange, The Library, The Stovall House, Predalina, Mad Dogs & Englishmen, Casa Cami, Julian's, The Current Hotel, Oxford Design Studio, each designed to spark community, curiosity, and memorable experiences.

Company Description

Oxford Commons is a hospitality company built by a team of dreamers and doers, dedicated to creating inspired spaces that foster fellowship, exploration, and meaningful connection. Its family of brands includes distinctive dining, social, and lifestyle concepts such as Oxford Exchange, The Library, The Stovall House, Predalina, Mad Dogs & Englishmen, Casa Cami, Julian's, The Current Hotel, Oxford Design Studio, each designed to spark community, curiosity, and memorable experiences.