Event Coordinator Job at A Fare Extraordinaire, Houston, TX

ZTFjUXp5K3RTanU5VEV1TnZJd05sRXBwOWc9PQ==
  • A Fare Extraordinaire
  • Houston, TX

Job Description

JOB SUMMARY

The Event Coordinator supports the Event Producers on the A Fare Extraordinaire Sales Team by managing daily administrative tasks and contributing to seamless event execution. Responsibilities include fielding client inquiries, building proposals, coordinating vendor and rental orders, and maintaining organized event files. The role also provides onsite support during events, assisting with vendor management, timeline execution, and overall client service. The Event Coordinator will report to the Director of Sales.

For best consideration, apply directly by sending a resume and introductory email to resumes @ afehouston .com with the subject line: I read the Event Coordinator job description on LinkedIn.

RESPONSIBILITIES

  • Provide administrative support to Event Producers
  • Answer incoming inquiries via phone and email
  • Record event inquiry information in Prospect Manager
  • Maintain organized and up-to-date event files
  • Prepare for and attend weekly meetings
  • Build proposals in catering software, Caterease
  • Input event timelines and monitor statuses in Caterease to reflect progress
  • Upload confirmed vendor and rental tickets to Caterease
  • Create and send event contracts via DocuSign
  • Draft and distribute event notes to service staff
  • Complete tasks based on Event Producer guidance and client deadlines
  • Place vendor and rental orders, ensuring accuracy
  • Assist in gathering final menus and guest count confirmations
  • Ensure event payment deadlines are met
  • Communicate project status, timelines, and delivery information to key stakeholders
  • Attend client meetings and site visits with Event Producers as needed
  • Assist with event design, including making diagrams, mood boards, and event signage
  • Attend events to assist with load-in, execution, and load-out
  • Invoice events post execution

SKILLS & EXPERIENCE

  • Bachelor’s degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience considered
  • Previous experience in events, hospitality, or catering industries preferred
  • Experience with Adobe Suite, Canva, Social Tables or AllSeated a plus
  • Strong organizational skills with the ability to manage multiple tasks and prioritize based on deadlines and importance
  • Proficiency in database entry and comfort learning new event management software (experience with Caterease or similar systems a plus)
  • Excellent written communication skills with accuracy in grammar, spelling, and punctuation
  • Personable, professional demeanor with the ability to work effectively across departments and with a wide variety of clients and vendors
  • Proactive, adaptable, and solutions-oriented, with strong attention to detail
  • Ability to work evenings, weekends, and extended hours as needed for event execution

DESCRIPTION OF PACKAGE

  • This is a salaried, exempt position
  • Office hours are Monday – Friday, 9 AM – 5 PM
  • Nights and weekend work required based on event schedule
  • Health, vision, dental and life insurance, PTO, mileage and cell phone reimbursement, and 401K matching offered

Job Tags

Work experience placement, Work at office, Monday to Friday, Night shift, Afternoon shift,

Similar Jobs

CT Assist

Locum Tenens CRNA - Anesthesia Job at CT Assist

 ...Job Description CT Assist is seeking a CRNA Anesthesia for a locum tenens job in Harrisburg, Pennsylvania. Job Description & Requirements ~ Specialty: Anesthesia ~ Discipline: CRNA ~ Start Date: 01/01/2026~ Duration: 13 weeks ~40 hours per week ~ Shift... 

Arcadia Care

Weekend receptionist Job at Arcadia Care

 ...RECEPTIONIST SUMMARY: The Receptionist will provide exceptional customer service by answering inquiries and obtaining information from...  ...major retailers (Walmart, Costco, etc.) at no cost to you ~ Virtual Visits with Doctors 24/7, without setting up additional... 

Abbott

Senior Statistician Job at Abbott

 ...well as the best place to work for diversity, working mothers, female executives, and scientists. The Opportunity This Sr. Statistician role will be based out of our Alameda, CA location in the Tech Ops division. PROTOCOLS INPUT, RANDOMIZATION SCHEDULE, AND... 

Leidos

ASW Analyst/Trainer Job at Leidos

 ...Air and Missile Defense (IAMD) and Anti-Submarine Warfare (ASW) Trainer and ATET - ASW Tactical Employment Trainer. As a Analyst/...  ...trajectory of naval operations. Plus, youll get the chance to travel to strategic locations like San Diego, Norfolk, Mayport, and future... 

JSG (Johnson Service Group, Inc.)

Junior Mechanical / Fire Protection Engineer (DOD Project) Job at JSG (Johnson Service Group, Inc.)

 ...Interface with the Authority Having Jurisdiction (AHJ) including authoring equivalencies and exemptions. Support Department of Defense (DOD) or other external regulatory agency reviews of the fire protection aspects of the design and installation on the project. Perform...