Event Sales Coordinator

Responsibilities

• · Support the Director of Event Sales and Event Sales Managers with incoming event inquiries and leads.
• · Respond to client inquiries promptly, professionally, and according to established JAG service standards.
• · Assist with preparing proposals, menus, pricing information, and venue recommendations.
• · Provide prospective clients with accurate information regarding event spaces, menus, capacities, and available experiences.
• · Assist with scheduling and coordinating site visits and client appointments.
• · Conduct site tours for prospective clients as assigned and appropriately trained.
• · Follow up on inquiries, proposals, and outstanding event details to help move business through the sales pipeline.
• · Identify opportunities for additional food, beverage, and event enhancements and communicate them to the sales team.
• · Provide warm, polished, and responsive communication throughout the client experience.
• · Assist clients with questions regarding menus, beverage selections, event spaces, timelines, and logistics.
• · Gather event details, preferences, dietary restrictions, special occasions, and other relevant information.
• · Maintain accurate client communication records and event notes.
• · Assist with VIP, corporate, social, and luxury event clients with professionalism and discretion.
• · Escalate complex client requests, negotiations, or concerns to the appropriate Event Sales Manager or Director.
• · Assist with coordinating event details including menus, beverage selections, guest counts, floor plans, timelines, audiovisual needs, rentals, entertainment, and special requests.
• · Prepare and update proposals, contracts, Banquet Event Orders (BEOs), event summaries, and other event documentation.
• · Track deposits, payment schedules, signed agreements, and outstanding client information.
• · Ensure event details and documentation are complete, accurate, and updated prior to established deadlines.
• · Communicate event information clearly to restaurant leadership, culinary teams, service teams, hotel partners, and other internal stakeholders.
• · Participate in event detail meetings and BEO reviews as needed.
• · Assist with last-minute event updates and communicate changes promptly to all appropriate teams.
• · Attend and support events as needed to assist with client communication and successful execution.
• · Maintain accurate event and client information within TripleSeat and other sales or CRM systems.
• · Enter and update leads, contacts, event details, proposals, notes, and follow-up activities.
• · Maintain organized digital records for contracts, BEOs, menus, deposits, and client correspondence.
• · Assist with weekly sales reports, event calendars, lead tracking, and pipeline updates.
• · Support the sales team with administrative projects, reporting, and event-related correspondence.
• · Maintain current knowledge of event spaces, menus, capacities, pricing, and available packages.
• · Work collaboratively with Ritz-Carlton Sales, Catering, Banquets, Concierge, Front Office, and other hotel partners as appropriate.
• · Help ensure seamless communication between José Andrés Group and hotel teams regarding restaurant events and guest needs.
• · Maintain the level of professionalism, discretion, responsiveness, and attention to detail expected within a luxury hotel environment.
• · Support opportunities involving hotel guests, corporate groups, weddings, social events, and other luxury clientele.
• · Build positive working relationships with hotel partners to support a cohesive guest and client experience.
• · Partner closely with restaurant Operations and Culinary teams to ensure accurate communication of event details.
• · Confirm final guest counts, menus, dietary restrictions, timelines, and special requests prior to events.
• · Assist with event setup and client arrival when required.
• · Support the Event Sales team during high-volume event periods.
• · Communicate changes or client requests to operational leadership promptly.
• · Help ensure the transition from sales and planning to event execution is organized and seamless.
• · Assist the Event Sales team with sales collateral, event menus, presentations, and promotional materials.
• · Support outreach initiatives, networking events, tastings, showcases, and client events as needed.
• · Help maintain prospect and client databases.
• · Conduct basic market and prospect research to support business development efforts.
• · Assist with client follow-up after events to gather feedback and encourage repeat business.
• · Maintain awareness of JAG concepts, event offerings, and the South Beach/Miami hospitality market.
• · Work collaboratively with Event Sales, Operations, Culinary, Marketing, Finance, and hotel partners.
• · Participate in sales meetings, BEO meetings, tastings, and training.
• · Maintain a positive, professional, and solution-oriented approach.
• · Be receptive to coaching and feedback and demonstrate an eagerness to develop event sales knowledge and skills.
• · Support additional sales and event projects as assigned.