Events Operations Liaison

POSITION SUMMARY:

The Events Operations Manager sits at the heart of our reservations and event operations, guest experience. This role owns client-facing lead management, all inbound and outbound event communications, proposal and contract coordination, and reservations oversight. This position reports to the Director of Events and General Manager.

ESSENTIAL FUNCTIONS 

CLIENT COMMUNICATION & LEAD MANAGEMENT

• Serve as the first point of contact for all inbound event inquiries.
• Manage leads from initial outreach through full qualification and pre-contract handoff.
• Communicate event possibilities, spaces, and high-level options clearly and warmly, representing Public Records culture and standards.
• Maintain timely, professional communication throughout the pre-contract phase.

ON-FLOOR PRESENCE

• Serve as the primary on-floor liaison for event guests, ensuring a seamless and welcoming arrival experience.
• Coordinate guest flow, seating assignments, and front-of-house setup for events and semi-private bookings.
• Communicate semi private event details and timing with service staff to ensure a consistent and professional guest experience.
• Support events staff during execution to uphold Public Records' service standards.

RESERVATIONS MANAGEMENT

• Oversee all Resy reservations for the restaurant and bar, including semi-private bookings and large-party requests.
• Maintain accuracy of reservation notes, special requests, and seating configurations.
• Coordinate with the front-of-house team to ensure bookings are properly communicated and executed.
• Monitor availability and optimize reservation flow to balance guest experience with operational capacity.
• Monitor and manage the shared events inbox, ensuring all inquiries receive a timely, professional response.
• Triage incoming communications and route to the appropriate team member or department.
• Maintain organized records of correspondence and lead status updates.

CONTRACT & PROPOSAL MANAGEMENT

• Own the full proposal process from initial draft through client approval.
• Prepare and send event contracts, ensuring all details are accurate and aligned with client expectations.
• Manage contract signing and payment collection, coordinating with the Director of Events as needed.
• Maintain organized and up-to-date records of all proposals, contracts, and payment status.
• Flag any pricing exceptions or challenging client situations to the Director of Events for review and approval.

PRODUCTION SUPPORT

[on the ground event execution] 

• Support the Event Manager in coordinating and executing smaller events and activations as directed.
• Assist with day-of logistics including setup, vendor coordination, and on-floor event management.
• Ensure BEOs are reviewed and understood by floor staff prior to each event.
• Communicate any event changes or updates to relevant departments in a timely manner.