Event Sales Coordinator

Level99; Tysons (VA); On-site; USD 52,000 - 70,000; Full time

Job summary

Level99 in Tysons, VA is hiring an Event Sales Coordinator to manage event sales, coordinate planning, and support the sales manager. You will work with catering, operations, and marketing to ensure seamless event execution.

The role requires at least two years in event coordination within restaurants or the entertainment industry, proficiency in CRM software and Excel, and the ability to work weekends as needed.

Qualifications

• Minimum two years of post-collegiate experience coordinating, executing, and planning events within restaurants or entertainment.
• Experience with CRM software and Excel is required.
• Strong organizational and interpersonal skills; ability to work under pressure.

Responsibilities

• Manage the Events & Group Sales lead line and respond to voicemails and segmented sourcing.
• Assist the Event Sales Manager with site tours and administrative duties.
• Coordinate all aspects of event planning and logistics from inquiry to execution.
• Create and manage proposals, contracts, and invoices using booking software.
• Develop and maintain client relationships and ensure customer satisfaction.
• Collaborate with catering, operations, and marketing for seamless events.
• Provide on-site event coordination and support as needed.
• Maintain knowledge of food and beverage offerings to guide menu options.

Skills

CRM software

Excel

Excellent communication

Interpersonal skills

Work under pressure

Self-motivated

Tools

Tripleseat

Toast

OpenTable

Mailchimp

Microsoft Office

Job description

WHO WE ARE

Level99 is a sprawling playground designed for adults with over 50 life-sized mini-games where Players dodge axes, crack puzzles, and outsmart real-world challenges. Each game lasts about 1–4 minutes and is built for 2–6 people to play together. One ticket to Level99 unlocks access to all of our games including Challenge Rooms, Player-vs-Player duels, and an art scavenger hunt. We save your progress each time you play so you can earn rewards and climb our coveted leaderboard.

Alongside the games, Level99 offers a full-service bar and award-winning restaurant – featuring scratch-cooking, local craft beers, handmade cocktails, and a variety of event spaces. Level99 has locations in Natick, MA, Providence, RI, Tysons, VA, and is opening in West Hartford, CT, Disney Springs, FL, King of Prussia, PA, Paramus, NJ, and Raleigh, NC. Level99 is backed by Act III Holdings, led by Panera founder Ron Shaich, and we have a talented team that has worked on successful entertainment projects ranging from 5 Wits to Walt Disney Imagineering. Visit www.level99.comfor more details.

OVERVIEW

We are seeking a dynamic and highly motivated Event Sales Coordinator to join our team. The ideal candidate will have at least two years of experience in coordinating, executing, and planning events within restaurants, corporate meetings, experiential sales, or the entertainment industry. The successful candidate will be responsible for managing event sales, supporting the sales manager, working closely with the operation team to ensure seamless event execution, and providing exceptional customer service. This role requires proficiency in CRM software, Microsoft, Toast, Opentable, Mailchimp, and a basic understanding of food and beverage operations. High volume experience and knowledge of Tripleseat software are highly desirable. Occasional weekend work may be required.

• Manage the Events & Group Sales lead line and respond to voicemails, plus segmented sourcing.
• Assist the Event Sales Manager with various tasks, including site tours and regular administrative duties.
• Coordinate and support all aspects of event planning and detailing, including initial inquiries, sales, logistics, and execution.
• Utilize CRM software to manage client information, track event progress, and follow up on leads as requested.
• Create and manage event proposals, contracts, and invoices using event booking software.
• Develop and maintain strong client relationships, ensuring a high level of customer satisfaction and hospitality.
• Support inbound and outbound sales up to and including email blasts, cold calls, and scheduling client meetings.
• Collaborate with internal teams, including catering, food & beverage, operations, and marketing, to ensure seamless event execution.
• Provide on-site event coordination and support, ensuring all client needs are met.
• Maintain up-to-date knowledge of food and beverage offerings to effectively recommend menu options.
• Handle multiple events simultaneously, managing time and priorities efficiently in a high-pressure environment.
• Work autonomously while also being an effective team player, contributing to the overall success of the events team.
• Ensure meticulous attention to detail and hospitality in all aspects of event planning and execution.
• Stay informed about industry trends and competitor offerings to maintain a competitive edge, plus attending local networking events.
• Minimum of two years of post-collegiate experience in event coordination, execution, and planning within restaurants, corporate meetings, or the entertainment industry.
• Proficiency in CRM software and Excel.
• Basic knowledge of food and beverage operations.
• Experience with high volume events is a plus.
• Familiarity with Tripleseat software is a plus.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Self-motivated with a strong work ethic.
• Exceptional attention to detail.
• Willingness to work occasional weekends as required by event schedules.

While we don’t expect a candidate to have deep experience in all of the above, we’re looking for someone with the passion and capability to learn quickly in the areas that are new!

YOU MIGHT BE A FIT ON THE LEVEL99 TEAM IF YOU…

• Like to laugh, would be described as a "low maintenance, low drama" person, have a tendency to have a bit of fun while you work
• Have a high tolerance for ambiguity, like to go fast, and are excited to learn on the job
• Are just a little bit obsessive about getting the details right the first time
• Have a high energy personality, the kind of person who is typically smiling, and likes to "get it done now"

Level99 is an E-Verify employer.