Event Coordinator

814 LANES & GAMES - BITES & BREWS; Greensburg (Westmoreland County); On-site; USD 32,000 - 42,000; Full time

Job summary

814 Lanes and Games is seeking a Venue Coordinator to handle inbound calls, online inquiries, and bookings for birthday parties and group events. You will manage deposits, finalize event details, and coordinate timelines with the event team, while ensuring guest expectations are exceeded.

Role requires excellent communication, strong organizational skills, and the ability to juggle multiple events. You will support administrative tasks and work across departments to deliver seamless experiences

Qualifications

• Must be 18 years or older.
• High School diploma or equivalent.

Responsibilities

• Manage inbound calls, online inquiries, and bookings for birthday parties and group events.
• Collect deposits and process final payments for events.
• Finalize event details and coordinate timelines with event teams.
• Maintain inventory of party and event supplies and ensure proper storage.
• Prepare communications, reports, and invoices for events.
• Coordinate with kitchen, attractions, and management to fulfill event requirements.
• Assist with front desk and general administrative tasks.
• Support leadership on projects and maintenance/tracking systems.

Skills

Exceptional communication

Presentation skills

Phone etiquette

Detail oriented

Typing

Ability to handle multiple projects

Team coordination

Education

High School diploma or equivalent

Tools

Google Drive

Microsoft Office

Job description

SUMMARY

At 814 Lanes and Games’ the Venue Coordinator focuses on handling incoming phone calls and online requests for birthday parties and group event bookings. Responsibilities include, but are not limited to:

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Birthday Parties:

1. Become a product expert on all party packages and group rates.
2. Handle inbound phone calls, online inquiries, and online bookings.
3. Collecting and recording required deposits and final payments
4. Finalize details on upcoming events. This includes, but is not limited to birthday parties, VIPs, group events and in house events.
5. Keeping inventory of all needed supplies for parties and group events and ensuring these items are stored properly throughout the building and event rooms
6. Help to coordinate final timeline and schedule of events with event team members, based on birthday parties & house events scheduled (Daily reservation sheets)
7. Ensures that guests’ expectations are exceeded!

Group Events:

1. Gathering information from in-bound calls and inquiries to forward onto the appropriate responsible person.

Administrative:

1. Completing Event Sheets for the party hosts
2. Communicating special needs, requests, or requirements for all events to different departments with-in the building (party hosts, attraction side, restaurant side, management/scheduling)
3. Supplying the kitchen with needed food reports for upcoming events
4. Collate and distribute mail
5. Prepare communications, such as memos, emails, invoices, reports and other correspondence.
6. Create and maintain filing systems, both physical and electronic
7. Create and distribute reports as needed
8. Assist with the development of training materials, including tracking, scheduling and filing
9. Assist with front desk as needed
10. Assist leadership team with projects as needed
11. Maintain maintenance request tracking system
12. Work between multiple software systems

Knowledge, Skills, and Abilities:

1. Exceptional communication and presentation skills.
2. General knowledge of Google Drive, microsoft office and ability to learn new software programs.
3. Phone etiquette.
4. Detail oriented.
5. Proficient in typing.
6. Ability to handle multiple projects simultaneously.

Requirements/Education:

1. Must be 18 years or older.
2. High School diploma or equivalent.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job:

1. The employee must be able to handle high stress situations on a day to day basis.
2. The employee must be able to make judgment decisions and communicate clearly.
3. The employee is frequently required to walk and sit.
4. The employee occasionally is required to stand and reach with hands and arms.
5. Must have the ability to lift at least 25 lbs.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job:

1. The noise level in the work environment is usually loud.