Administrative Coordinator

Talentify; Aquebogue (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

Talentify is seeking a hands-on Banquet Coordinator to support wedding planning, client communications, and event logistics on site. You will prepare BEOs, schedule staff, and coordinate with catering and vendors to ensure contracts are carried out smoothly.

Ideal candidates have college exposure, strong Excel/Word skills, and excellent written and verbal communication. The role requires attention to detail and the ability to handle multiple duties under pressure.

Qualifications

• College preferred for the role.
• Proficient in Excel, Word and basic database management.
• Experience with food and beverage operations preferred and detail-oriented.
• Strong verbal and written communication skills are essential.

Responsibilities

• Assist Sales Director in planning menus and scheduling follow-ups.
• Coordinate behind-the-scenes activities for weddings.
• Maintain updated knowledge of facility policies and amenities.
• Create and distribute Banquet Event Orders and reports.
• Generate weekly staff schedules.
• Ensure timely client communications.
• Attend BE0 meetings, take notes, update BEOs as needed.
• Collaborate with catering to keep BEO details accurate.
• Track and post invoices to CTUIT; process payments.
• Coordinate vendors and day-of operations support.

Skills

Attention to detail

Verbal communication

Interpersonal skills

Multitasking under pressure

Customer service

Flexibility

Teamwork

Education

College degree preferred

Tools

Excel

Word

Publisher

Database management

Job description

Job Duties & Responsibilities:

• -Assist the Sales Director by working with wedding clients to help plan menus and schedule follow-up appointments
• -Assist in preparation and coordination of the "behind the scenes" work involved in planning weddings.
• -Maintain updated knowledge of all pertinent aspects and policies of the facility and its amenities
• -Use databases to create and distribute Banquet Event Orders and reports
• -Responsible for generating weekly staff schedule
• -Make sure that all communications with clients are responded to promptly
• -Attend weekly Banquet Event Order meetings, keep notes, and update Banquet Event Orders as needed
• -Work with Catering staff as needed to make sure information on Banquet Event Orders are updated and that all details are carried out as contracted
• -Responsible for all invoice tracking and posting to CTUIT
• -Process payments
• -Vendor coordination and correspondence-Day-of operations assist and backup

Qualifications:

• -College preferred
• -Computer skills required: Excel, Word, database management, Publisher or equivalent a plus
• -Food and Beverage experience required-Demonstrate attention to detail in paperwork, letters, and emails
• -Demonstrate high quality verbal and interpersonal communication skills
• -Ability to be flexible and efficiently handle multiple duties under pressure with minimal supervision