Event Sales Coordinator

POSITION SUMMARY

The Event Sales Coordinator creates exceptional guest experiences by supporting the planning, coordination, and execution of private dining and group events across Tavistock Restaurant Collection's Boston portfolio. This role serves as a key liaison between clients, restaurant operations, and the Event Sales team to ensure every event is executed seamlessly from inquiry through completion.

The Event Sales Coordinator provides administrative and operational support to the Event Sales Department while helping drive group dining revenue through exceptional organization, communication, and hospitality.

ESSENTIAL FUNCTIONS

Essential Functions Statement(s)

• Support the Event Sales team in growing group dining and private event revenue.
• Respond promptly and professionally to event inquiries.
• Build strong relationships with clients while delivering genuine hospitality throughout the planning process.
• Coordinate contracts, deposits, billing, final payments, receipts, and post-event follow-up.
• Create and maintain accurate event records, BEOs, calendars, and client files in planning software.
• Prepare and distribute BEOs prior to weekly operations meetings.
• Participate in weekly BEO meetings and communicate event details with restaurant management teams.
• Create specialty menus and event materials as needed.
• Ensure all events are properly entered and maintained in Tripleseat and OpenTable.
• Coordinate event logistics including room setups, audio/visual needs, floral arrangements, and special requests
• Communicate guest allergies, dietary restrictions, and special accommodations to restaurant teams.
• Conduct venue tours and site visits for prospective clients.
• Provide onsite support for events when needed to ensure successful execution.
• Foster strong working relationships with General Managers, Chefs, and restaurant leadership.
• Assist with maintaining templates, menus, email responses, and sales resources.
• Handle guest concerns professionally and escalate issues to the Director of Sales when appropriate.
• Support department initiatives and projects to improve efficiency, guest experience, and revenue growth.
• Maintain knowledge of restaurant offerings, menus, and hospitality standards through ongoing training.
• Follow all company policies, alcohol awareness procedures, and food safety guidelines.
• Perform additional duties as assigned.