Private Events Manager - Soho House Sao Paulo

Soho House & Co.; São Paulo; On-site; BRL 60,000 - 90,000; Full time

Job summary

Soho House & Co. in São Paulo, Brazil, is seeking a Private Events Coordinator to manage and execute quality events for members and guests. You will handle bookings via Tripleseat, draft contracts, prepare BEOs, and coordinate catering and venue details with internal teams.

This role requires a flexible schedule, strong communication, and the ability to multitask in a fast-paced environment. You will collaborate with the Head of Private Events and other departments to ensure flawless events and

Qualifications

• Working knowledge of Outlook, Excel, Word, InDesign, Adobe software.
• Must have flexible schedule including days shifts, evening shift, holidays, and weekends.
• Ability to multitask and work in a fast-paced environment.
• Ability to understand and follow written and verbal instructions.
• A sophisticated communicator with high standards of performance together with excellent communication, problem solving and listening skills.

Responsibilities

• Manage and execute quality events for members and guests.
• Enter all leads into Tripleseat and create bookings or soft holds.
• Prepare contracts, BEOs, proposals, catering, and related documents.
• Update and track event changes in Tripleseat.
• Schedule payroll duties as required.
• Perform sales site visits with clients, including pre-event walk-throughs.
• Coordinate with Head of Private Events for buyouts when needed.
• Update internal calendars with catering and setup details in the Event Booking System.
• Generate weekly reports of upcoming events for Operations and Head of Private Events.
• Collaborate with Member Events to avoid double bookings and overlaps.
• Coordinate with departments (maintenance, AV, housekeeping) for event needs.
• Work with third-party vendors with written approvals for obligations.
• Organize and store event contracts and receipts.
• Email receipts and address client questions promptly.
• Maintain confidentiality and superior guest service.
• Manage schedule to be at the appropriate property per the schedule.
• Perform other duties as assigned by Head of Private Events.

Skills

Outlook

Excel

Word

InDesign

Adobe software

Tools

Tripleseat

Event Booking System

Job description

This position will be responsible for managing and executing quality events, including client and partner liaison.

• Enter all leads into Tripleseat and create a booking or “soft hold”. If date is unavailable, provide alternative dates or venue for member
• Private events duties, including but not limited to booking events, creating contracts, BEO’s, sending proposals, catering and other as required.
• Maintain, update and track event changes in Tripleseat
• Tasked with scheduling & payroll duties as required
• Perform sales site visits with clients, including pre-event walk throughs.
• Make introduction to Head of Private Events depending on site and overall scope of the event should it exceed the capacity of a single space and require a buyout.
• Update internal meetings, including catering and setup in calendar in Event Booking System.
• Generate weekly report of upcoming private events and their statuses to send out to Operations teams and Head of Private Events
• Work closely with the Member Events team to ensure that spaces are not double booked, or event times do not overlap
• Coordinate with other departments to communicate event needs (for example, maintenance, AV, housekeeping, etc.)
• Work closely with third party vendors and schedule as needed and obtain approval in writing from Head of Private Events before confirming any order that creates a financial obligation for the company
• Organize, store and update event contracts, receipts and any other pertinent event documentation
• Email receipts to clients after events and address any questions and/or concerns promptly.
• Maintain positive attentiveness to service, responding positively to guests needs and ensuring timely resolution to issues
• To ensure client confidentiality is maintained always.
• Manage schedule to be at the appropriate property as per schedule.
• Performs other duties as assigned by Head of Private Events.

Experience Required

• Working knowledge of Outlook, Excel, Word, InDesign, Adobe software.
• Must have flexible schedule including days shifts, evening shift, holidays, and weekends.
• Ability to multitask and work in a fast-paced environment.
• Ability to understand and follow written and verbal instructions.
• A sophisticated communicator with high standards of performance together with excellent communication, problem solving and listening skills
• Ability to multitask and work in a fast-paced environment.