Special Event Coordinator

M Culinary Concepts; Phoenix (AZ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) match

Daily grab-and-go lunches

Job summary

M Culinary Concepts, an award-winning, employee-owned catering company based in Phoenix, AZ, seeks a Special Event Coordinator to drive signage, menu design, and event logistics across the Southwest.

The role involves high-profile events such as WM Phoenix Open, collaborative work with culinary and operations teams, and hands-on on-site support. Travel and long event hours are expected, with a focus on organization and proactive communication.

Qualifications

• Experience in food/beverage, catering, or hospitality industry.
• Proficiency with MS Office and SharePoint.
• Familiarity with Canva, Caterease, can be a plus (Prismm helps).
• Excellent organizational and written/verbal communication skills.
• Ability to handle multiple priorities with urgency and teamwork.
• Willingness to travel out of state and work long hours during events.

Responsibilities

• Prepare and manage event signage following standards and templates.
• Design menus and venue signage in Canva or Publisher for client-facing and back-of-house use.
• Organize and package signage, frames, and hardware by venue/day; manage post-event cleanup.
• Collaborate with culinary and operations teams for accurate signage across locations.
• Maintain event documentation in SharePoint, including daily BEO updates.
• Create bulk PDF files for print with precise formatting and organization.
• Communicate event materials to internal teams timely and accurately.
• Create and assemble Special Event binders with covers, indexes, and contact sheets.
• Coordinate printing/organization of over 80 binders annually; post-event restock.
• Support office supplies and logistics; manage travel, housing, and meetings.
• Assist with post-event invoicing and reconciliations.
• Print and post licenses/permits for each venue (health, liquor, etc.).
• On-site: serve as primary point of contact for signage updates and client coordination.
• Support day-of execution and troubleshooting for client events.
• Communicate with clients about event details, menus, and logistics.
• Independently manage assigned events under Associate Director guidance.

Skills

Organizational skills

Communication skills

Problem-solving

Teamwork

Tools

Microsoft Office Suite

SharePoint

Canva

Caterease

Prismm

Publisher

Excel

Word

Outlook

Job description

Special Event Coordinator at M Culinary Concepts (Employee-Owned!)

If you have experience in the food and beverage world, M Culinary is searching for a passionate Special Event Coordinator to join our vibrant team and help us create incredible catering experiences across the Southwest. We’re an award-winning catering company based in Phoenix, AZ (we're talking TOP COMPANIES TO WORK FOR & GREAT PLACE TO WORK three years running!).

Bonus:

You’ll be part of an employee-owned company!

We’re looking for an organized, detail-oriented, and motivated Special Events Coordinator to join our dynamic Special Events team. This position plays a key role in supporting large-scale, high-profile events such as the WM Phoenix Open, along with other hospitality and culinary activations throughout the year.

About the role:

• Event Signage & Materials: Prepare and manage all event signage following established standards and templates.
• Design menus and venue signage in Canva or Publisher for both client-facing and back-of-house use.
• Organize and package signage, frames, and hardware by venue and day; manage post-event cleanup and reorganization.
• Collaborate with culinary and operations teams to ensure accurate and compliant signage across all locations.
• Document & Digital Management: Maintain and organize event documentation in SharePoint, including daily BEO updates.
• Create bulk PDF files for print with precise formatting and organization.
• Support accurate, timely communication of event materials to internal teams.
• Special Event Binder Creation, Design, and assemble detailed binders for each venue, including cover pages, indexes, contact sheets, and safety documentation.
• Coordinate the printing and organization of over 80 unique binders annually.
• Post-event: collect, clean, and restock binders for future use.
• Office Supply & Logistics Coordination: Maintain inventory of event office supplies and order replenishments as needed.
• Pack and distribute office boxes, supplies, and first aid kits by venue.
• Support the supply organization before and after events.
• Administrative & Operational Support: Create and enter menus in Canva and Caterease; assist with event floorplans using Prismm.
• Manage travel, housing, and team meeting coordination.
• Assist with post-event invoicing and administrative reconciliation.
• Licensing & Permits Print, distribute, and post all required licenses and permits for each venue (health, liquor, etc.).
• On-Site Event Support: Serve as a primary on-site point of contact for signage updates, supply needs, and client coordination.
• Support internal teams and clients with day-of execution and troubleshooting.
• Client & Event Management Communicate directly with clients regarding event details, menu updates, and logistics.
• Independently manage assigned events under the guidance of the Associate Director of Special Events.

M Culinary Concepts: Where Food is Fun!

Forget stuffy corporate kitchens. Here at M Culinary, we're a passionate crew obsessed with crafting amazing food & beverage experiences. Our core values? Inspiring Passion, Service to Others, Humbly Confident, and Making Huge Fun! Think fast-paced, collaborative, and full of good times (and of course, delicious food!).

The Perks You Deserve:

As an employee-owner, you'll enjoy a sweet benefits package including medical, dental, vision insurance, a 401(k) match, and daily grab-and-go lunches made by our amazing chefs! Plus, you'll stay connected with our internal app and experience the ownership spirit that makes M Culinary so special.

What we need from you:

The ideal candidate thrives in a fast-paced environment, enjoys creative problem-solving, and brings both administrative precision and hands-on event support to every project.

The ideal candidate will have:

• Strong interest or experience in the food, beverage, catering, or hospitality industry.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint).
• Familiarity with Canva, Caterease, and Prismm preferred but not required.
• Excellent organizational skills and meticulous attention to detail.
• Outstanding written and verbal communication and customer service skills.
• Ability to manage multiple priorities with a sense of urgency and teamwork.
• Flexibility to work long hours, nights, and weekends during event periods.
• Willingness to travel out of state for event support.
• Physical ability to lift 20+ lbs. and work on your feet for extended periods.

Most importantly, we want someone who can excel in their role while having fun and bringing positive energy to the team!