Event Coordinator

A Fare Extraordinaire Inc; Houston (TX); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

PTO

Mileage reimbursement

Cell phone reimbursement

401K matching

Job summary

A Fare Extraordinaire Inc is seeking an Event Coordinator to support the Event Producers on the Sales Team in Houston, TX. You will manage daily administrative tasks and contribute to seamless event execution.

You will handle client inquiries, proposals, vendor coordination, and onsite event support, ensuring timelines, contracts, and service notes are accurate, timely, and professional.

Qualifications

• Bachelor's degree in Hospitality, Communications, Business, or related field preferred; equivalent work experience considered.
• Previous experience in events, hospitality, or catering industries
• 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

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
• 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

Skills

Organizational skills

Written communication

Vendor coordination

Adaptability

Time management

Office software

Education

Bachelor's degree (preferred)

Tools

Adobe Suite

Canva

Social Tables

AllSeated

Caterease

Job description

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.

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
• 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

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
• 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