Event Sales Coordinator

Event Sales Coordinator – José Andrés Group At The Ritz-Carlton, South Beach

José Andrés Group (JAG) is a creative culinary company known for delivering innovative dining experiences rooted in exceptional hospitality. Our diverse portfolio brings together celebrated restaurants, talented culinary teams, and memorable event spaces.

We believe that food has the power to bring people together and create meaningful connections. Our team members are passionate, entrepreneurial, collaborative, and committed to providing remarkable experiences for every guest.

At The Ritz-Carlton, South Beach, the Event Sales Coordinator will support José Andrés Group's event sales efforts within a luxury hospitality environment, helping create memorable private dining experiences, corporate gatherings, social celebrations, and special events for both local and international clientele.

Position Overview

José Andrés Group is seeking an organized, enthusiastic, and hospitality-driven Event Sales Coordinator to support our event sales team at The Ritz-Carlton, South Beach.

The Event Sales Coordinator plays an important role in supporting the sales and planning process from initial inquiry through event execution and follow-up. This position assists with responding to leads, preparing proposals and event documentation, coordinating client details, maintaining accurate sales records, and communicating event information to restaurant and hotel partners.

The ideal candidate is highly organized, detail-oriented, eager to learn, and passionate about hospitality and events. This is an excellent opportunity for someone looking to develop a career in event sales within a luxury restaurant and hotel environment.

Key Responsibilities

Event Sales Support

· Support the Director of Event Sales and Event Sales Managers with incoming event inquiries and leads.

· Respond to client inquiries promptly, professionally, and according to established JAG service standards.

· Assist with preparing proposals, menus, pricing information, and venue recommendations.

· Provide prospective clients with accurate information regarding event spaces, menus, capacities, and available experiences.

· Assist with scheduling and coordinating site visits and client appointments.

· Conduct site tours for prospective clients as assigned and appropriately trained.

· Follow up on inquiries, proposals, and outstanding event details to help move business through the sales pipeline.

· Identify opportunities for additional food, beverage, and event enhancements and communicate them to the sales team.

Client Communication & Hospitality

· Provide warm, polished, and responsive communication throughout the client experience.

· Assist clients with questions regarding menus, beverage selections, event spaces, timelines, and logistics.

· Gather event details, preferences, dietary restrictions, special occasions, and other relevant information.

· Maintain accurate client communication records and event notes.

· Assist with VIP, corporate, social, and luxury event clients with professionalism and discretion.

· Escalate complex client requests, negotiations, or concerns to the appropriate Event Sales Manager or Director.

Event Planning & Coordination

· Assist with coordinating event details including menus, beverage selections, guest counts, floor plans, timelines, audiovisual needs, rentals, entertainment, and special requests.

· Prepare and update proposals, contracts, Banquet Event Orders (BEOs), event summaries, and other event documentation.

· Track deposits, payment schedules, signed agreements, and outstanding client information.

· Ensure event details and documentation are complete, accurate, and updated prior to established deadlines.

· Communicate event information clearly to restaurant leadership, culinary teams, service teams, hotel partners, and other internal stakeholders.

· Participate in event detail meetings and BEO reviews as needed.

· Assist with last-minute event updates and communicate changes promptly to all appropriate teams.

· Attend and support events as needed to assist with client communication and successful execution.

Sales Administration & Systems

· Maintain accurate event and client information within TripleSeat and other sales or CRM systems.

· Enter and update leads, contacts, event details, proposals, notes, and follow-up activities.

· Maintain organized digital records for contracts, BEOs, menus, deposits, and client correspondence.

· Assist with weekly sales reports, event calendars, lead tracking, and pipeline updates.

· Support the sales team with administrative projects, reporting, and event-related correspondence.

· Maintain current knowledge of event spaces, menus, capacities, pricing, and available packages.

Ritz-Carlton & Hotel Partnership

· Work collaboratively with Ritz-Carlton Sales, Catering, Banquets, Concierge, Front Office, and other hotel partners as appropriate.

· Help ensure seamless communication between José Andrés Group and hotel teams regarding restaurant events and guest needs.

· Maintain the level of professionalism, discretion, responsiveness, and attention to detail expected within a luxury hotel environment.

· Support opportunities involving hotel guests, corporate groups, weddings, social events, and other luxury clientele.

· Build positive working relationships with hotel partners to support a cohesive guest and client experience.

Event Execution & Operational Partnership

· Partner closely with restaurant Operations and Culinary teams to ensure accurate communication of event details.

· Confirm final guest counts, menus, dietary restrictions, timelines, and special requests prior to events.

· Assist with event setup and client arrival when required.

· Support the Event Sales team during high-volume event periods.

· Communicate changes or client requests to operational leadership promptly.

· Help ensure the transition from sales and planning to event execution is organized and seamless.

Marketing & Business Development Support

· Assist the Event Sales team with sales collateral, event menus, presentations, and promotional materials.

· Support outreach initiatives, networking events, tastings, showcases, and client events as needed.

· Help maintain prospect and client databases.

· Conduct basic market and prospect research to support business development efforts.

· Assist with client follow-up after events to gather feedback and encourage repeat business.

· Maintain awareness of JAG concepts, event offerings, and the South Beach/Miami hospitality market.

Teamwork & Professional Development

· Work collaboratively with Event Sales, Operations, Culinary, Marketing, Finance, and hotel partners.

· Participate in sales meetings, BEO meetings, tastings, and training.

· Maintain a positive, professional, and solution-oriented approach.

· Be receptive to coaching and feedback and demonstrate an eagerness to develop event sales knowledge and skills.

· Support additional sales and event projects as assigned.

Qualifications

• 1–2+ years of experience in hospitality, events, catering, restaurant sales, hotel operations, guest relations, or a related field preferred.
• Previous luxury hotel, fine dining, private dining, or upscale hospitality experience strongly preferred.
• Genuine interest in developing a career in event sales and hospitality.
• Excellent written and verbal communication skills. Warm, polished, and professional client-facing presence.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple inquiries, events, deadlines, and priorities simultaneously.
• Strong follow-through and sense of urgency.
• Positive attitude, collaborative mindset, and eagerness to learn.
• Comfortable communicating with corporate clients, event planners, hotel partners, and social event clients.
• Experience with TripleSeat, CRM/event management systems, Microsoft Office, or Google Workspace preferred.
• Ability to learn event contracts, BEOs, deposits, food and beverage minimums, service charges, and event billing processes.
• Availability to work occasional evenings, weekends, and holidays based on event and business needs.
• Bachelor's degree in Hospitality, Business, Marketing, Communications, or a related field preferred; equivalent professional experience will also be considered.

Success In This Role

• Success in this position will be measured through:
• Timely and professional response to event inquiries and client communication.
• Accuracy and completeness of proposals, contracts, BEOs, and event details.
• Consistent and accurate maintenance of TripleSeat and client records.
• Strong follow-through on leads, deposits, deadlines, and outstanding event information.
• Client satisfaction and quality of the overall planning experience.
• Effective communication and partnership with JAG restaurant teams and Ritz-Carlton hotel