Complex Event Planning Manager

Walker Greenwich Village; New York (NY); On-site; USD 48,000 - 64,000; Full time

Job summary

Walker Greenwich Village seeks an experienced events professional to manage client relationships from contract through final billing for meetings and events at our venue. You will coordinate BEOs, work with F&B and operations, identify upsell opportunities, oversee day-of execution, and ensure seamless service.

As the on-site lead, you will handle billing/invoicing and coordinate with Sales, Culinary, Banquet, and security teams to deliver high-quality events that exceed client expectations.

Qualifications

• 2+ years of experience in event management, catering sales, or event coordination, ideally within a hotel or hospitality setting.
• Proven experience creating and managing Banquet Event Orders (BEOs).
• Strong understanding of food & beverage operations, menu planning, and event set up requirements.
• Excellent client-facing communication skills with the ability to build trust and upsell opportunities.
• Strong organizational skills with the ability to manage multiple events and shifting priorities.

Responsibilities

• Serve as the primary point of contact for clients from contract through final billing, ensuring a seamless experience.
• Create, distribute, and update Banquet Event Orders (BEOs) and attend BEO meetings with key stakeholders.
• Coordinate with F&B, culinary, and operations to align menus, room sets, timing, and AV needs.
• Identify and present upsell opportunities (premium menu items, bar packages, décor, AV upgrades) aligned to the client vision and budget.
• Attend events as needed to oversee on-site execution and address any last-minute changes.
• Manage billing and invoicing for contracted events, reconciling charges with contracts and BEOs.
• Serve as the coordinating link between Sales and F&B, and collaborate with Front Office, Engineering, and Security as needed.

Skills

Client relationship management

Upselling

Event coordination

Communication

Billing & invoicing

Tools

Event Temple

Toast PMS

Job description

Client Relationship Management• Serve as the primary point of contact for clients from the time a meeting or event space contract is signed through final billing, once the space and F&B minimum have been sold by the Sales team• Build rapport with clients to understand their vision, priorities, and any special requirements for their event• Maintain clear, timely communication with clients throughout the planning process to ensure a seamless, high quality experienceBanquet Event Orders (BEOs)• Create and distribute all Banquet Event Orders for contracted meetings and events• Attend all BEO meetings, presenting event details clearly to Culinary, Banquets, Engineering, and other operational stakeholders• Keep BEOs current as event details evolve, ensuring the final version reflects every confirmed detail before the event dateF&B and Event Detail Coordination• Serve as the go to contact for the F&B department on all client facing questions regarding menus, room sets, and event date and timing• Extract detailed event requirements from the client, including menu selections, room layout, audiovisual needs, and timeline• Coordinate with Culinary and Banquets on menu customization, dietary accommodations, and service style• Confirm event set up requirements and communicate any changes promptly to the operations teamUpselling and Revenue Optimization• Identify opportunities to upsell clients on enhancements beyond their contracted F&B minimum, including premium menu items, bar packages, décor, and audiovisual upgrades• Present upgrade options in a way that fits the client's event vision and budget• Track and report upsell revenue generated per eventEvent Day Execution• Attend events as needed to be available on site for client questions leading up to the start of the event• Confirm room sets, F&B delivery, and timeline execution align with the finalized BEO• Serve as the point of escalation for any last minute changes or issues on the day of the eventBilling and Invoicing• Manage all billing and invoicing for contracted events, including posting of F&B, service, and ancillary charges• Reconcile final event charges against the contract and BEO to ensure accuracy• Prepare and issue final invoices to clients in a timely manner following the eventCross Department Coordination• Act as the coordinating link between the Sales team and the F&B department for every contracted event• Communicate consistently with Sales Managers on event status and any changes to scope• Partner with Front Office, Engineering, and Security as needed to support event logistics• 2+ years of experience in event management, catering sales, or event coordination, ideally within a hotel or hospitality setting• Proven experience creating and managing Banquet Event Orders• Strong understanding of food and beverage operations, menu planning, and event set up requirements• Excellent client facing communication skills, with the ability to build trust and guide clients toward upsell opportunities• Strong organizational skills with the ability to manage multiple events and shifting priorities at once• Comfort with billing, invoicing, and charge posting processes• Knowledge of Event Temple and Toast PMS is a plus• Flexibility to work evenings, weekends, and holidays based on the event calendar• Ability to work independently while collaborating closely with Sales, Culinary, and Banquet leadership