Admin / Event Coordinator

Event Coordinator & Admin 

What attracts the best people to work? The same qualities that attract the best customers. The Indigo Road Hospitality Group (IRHG) engages in Enlightened Hospitality which begins with how we treat our teammates. This determines how they treat the guests who visit our hotels and restaurants. This approach produces a team that cares about our guests, our stakeholders, and the physical assets under our care. However talented and committed the team may be, it must be it must be led by dedicated, experienced professionals with the skills to teach and lead other team members. 

We are currently seeking an Event Coordinator/Admin to support the day-to-day operations of our Indaco West Palm Beach location. This person will perform a variety of administrative and organizational tasks as well as being extremely organized and an effective communicator, which will allow the rest of the crew to get their jobs done well, you don’t miss a beat!                                            

Summary of Key Responsibilities

Responsibilities and essential job functions include but are not limited to the following:

• Consistently answer and direct phone calls, responding to all guest inquiries within 24 hours.
  • Answer phones to make, cancel, or change reservations in Open Table or Resy; making sure to ask for dietary restrictions and special notes
• Organize and schedule meetings and appointments.
• Order and maintain appropriate stock of office supplies as needed. At times you may be needed to retrieve items or purchase items outside of the property for service needs.
• Produce and distribute correspondence memos, letters, faxes and forms.
• Maintain location contact lists and communicate changes to Home Office.
• Support the General Manager and Executive Chef with new hire orientation and onboarding tasks.
• Support the General Manager and Executive Chef with invoicing daily to keep teams informed of their budget.
• Provide administrative support to General Manager & Executive Chef; this may include preparing paperwork (forms, reports and schedules) or proofing paperwork.
• Print out required documents or certificates to be hung on property or filed away in the office.
• Regularly review upcoming events function sheets and have thorough understanding of all requirements on upcoming scheduled events.
• Provide special events staff with a copy of each function sheet to gain a thorough understanding of event specifications prior to the function.
• Requisition or obtain equipment and supplies needed for each event, ensuring that they meet customer expectations and requirements.
• Inspect event room prior to the start of each function – check room setup, menu, service staff, etc. conforms to function sheet.
• Greet customers prior to the start of each function and be present throughout the event to assist where needed.
• Periodically check with customer to ensure satisfaction and respond to any requests.
• Continually observe, direct, and assist staff where necessary during the entire event. Ensure that all the details as per the functions sheet are performed.
• Prepare and complete and accurate bill to the customer at the completion of the function and collect final payment. If another payment arrangement has been made, have the terms noted on the bill.
• Direct and supervise breakdown and cleanup after the event. Account for all equipment and supplies. Return restaurant items to storage areas. Return or arrange for return of rented materials.

Requirements for Success:

• Knowledge of hospitality industry and/or 1+ year of restaurant/banquet/event experience.
• Fast learner who can understand and carry out oral and written instructions and request clarification when needed.
• Strong interpersonal, oral and written communication skills.
• Ability to work as part of a team and build relationships.
• Must be at least 21 years of age.
• Must be able to work nights, weekends and holidays.
• Knowledge of office management systems and procedures.
• Excellent time management skills with the ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Strong organizational and planning skills.
• Proficiency in MS Office
• Must be effective in handling problems in the workplace including anticipating, preventing, identifying, and solving problems, as necessary.
• Flexible to work nights and weekends when necessary, based on business and staffing needs.

Physical Requirements:

• Ability to sit up to 8 hours a day
• Moderate standing and walking
• Constant receiving detailed information through oral and written communication
• A flexible schedule to work days, nights, weekends and holidays

The above job description is not an exhaustive list of all the duties and responsibilities of the position, nor should it be construed as a contract. As with all positions at The Indigo Road Hospitality Group, employment is “at will” or voluntary on both the part of the employee or employer. That means employment can be terminated by either party with or without notice and/or with or without cause.

The Indigo Road Hospitality Group is an equal opportunity employer. We will not discriminate against employees or applicants for employment on any basis prohibited by federal, state, or local laws. This policy governs all aspects of employment, including selection, job assignment, compensation, promotion, discipline, termination, and access to benefits and training.