Hospitality Events Coordinator

brobstongroup.com - Jobboard; New York (NY); On-site; USD 45,000 - 60,000; Full time

Job summary

brobstongroup.com - Jobboard is hiring a Hospitality Events Coordinator to enhance client experiences through effective hospitality initiatives and event support. The role involves managing event logistics, vendor coordination, budget tracking, and supporting client events efficiently.

Ideal candidates will have 1-2 years of experience in event planning with strong organizational skills and the ability to work independently under pressure. This position offers an opportunity to contribute significantly to client engagement through thoughtful event execution.

Qualifications

• 1-2 years of experience in event planning and logistics management.
• Strong planning and organizational skills with attention to deadlines.
• Proven budget management and invoice processing experience.

Responsibilities

• Lead research and sourcing for client gifting and hospitality gestures.
• Manage vendor coordination and budgeting for annual treat rollouts.
• Coordinate vendor contracts and track invoices.
• Schedule hospitality calls and maintain guidelines.
• Support client events with logistics and on-site execution.
• Create post-event recaps and archive materials.
• Supervise external vendors and mentor interns.

Skills

Event planning

Budget management

Organizational skills

Negotiation skills

Proficient in Microsoft Office

Job description

Summary

The Hospitality Events Coordinator supports the Client Events team by executing hospitality initiatives, gifting programs, and high‑touch event moments to elevate the client experience across the network. The role manages hospitality operations including vendor coordination, budget and invoice tracking, inventory management, internal communications, and competitive research to inform local and global initiatives.

Responsibilities

• Lead research, sourcing, and recommendations for client gifting, seasonal treats, and hospitality gestures.
• Manage annual and key‑moment treat rollouts, including vendor coordination, ordering, tracking, and store communication.
• Coordinate vendor contracts, process and track invoices, and maintain the Master Hospitality budget and spending records.
• Schedule and facilitate hospitality calls with store ambassadors and maintain hospitality guidelines, trackers, and reference tools.
• Support hospitality components for client events and regional animations, including logistics, inventory, and onsite execution support.
• Create post‑event recaps, archive event photos and materials, and support internal communications and calendar updates.
• Supervise external vendors and help mentor the client events intern as assigned.

Requirements

• 1-2 years of experience in a similar role or environment with hands‑on event planning and logistics management.
• Strong planning, organizational skills, and attention to deadline priorities.
• Proven budget management experience and invoice processing proficiency.
• Ability to multi‑task, work independently, and perform under pressure with resourceful problem solving.
• Proficient in Microsoft Office and PowerPoint; strong negotiation skills.
• Flexible to travel as needed and able to coordinate with cross‑functional teams and external vendors.