Event Coordinator

Responsibilities

• Serve as the primary point of contact for large party dining inquiries, primarily for groups of 10–15 guests.
• Respond promptly and professionally to inquiries received via phone, email, online platforms, and internal referrals.
• Manage group dining reservations from initial inquiry through post-dining follow-up.
• Coordinate all reservation details, including menu selections, beverage packages, seating arrangements, timing, dietary restrictions, and special requests.
• Collaborate closely with the Reservations and Operations teams to maximize booking opportunities while maintaining Delilah's service standards and guest experience.
• Identify opportunities to elevate group dining inquiries into semi-private or private events and partner with the Events Manager to convert qualified opportunities.
• Develop relationships with individual hosts, corporate clients, executive assistants, event planners, concierges, and hospitality professionals to encourage repeat business and referrals.
• Maintain an organized and accurate calendar of group dining reservations and ensure timely client follow-up.
• Proactively identify opportunities to drive incremental revenue through group dining and private event business.
• Support the Events Manager with the planning and execution of semi-private events, full buyouts, special events, corporate functions, and brand activations.
• Maintain Tripleseat by creating events, updating details, processing changes, and ensuring all event information is accurate and current.
• Prepare and maintain Banquet Event Orders (BEOs), proposals, contracts, timelines, event budgets, and other client-facing and internal planning documents.
• Create, customize, and proof menus for group dining and private events.
• Prepare event diagrams, seating layouts, and other operational planning materials.
• Ensure event details are accurately and proactively communicated to Culinary, Beverage, Operations, Reservations, Production, and Management teams.
• Maintain organized event files, calendars, contracts, guest correspondence, and supporting documentation.
• Assist with post-event reconciliation, reporting, feedback collection, and internal event recaps.
• Deliver polished, proactive, and personalized communication throughout the planning process.
• Serve as a trusted liaison between guests and restaurant operations, ensuring expectations and event details are clearly communicated.
• Anticipate guest preferences, special occasions, VIP needs, and opportunities to create memorable moments.
• Build and maintain strong relationships with repeat guests, corporate clients, executive assistants, event planners, and other key partners.
• Conduct thoughtful post-event and post-dining follow-up to strengthen client relationships, encourage repeat bookings, and generate referrals.
• Consistently represent the elevated hospitality standards and luxury guest experience synonymous with Delilah and The h.wood Group.
• Partner with the Events Manager to support the successful on-site execution of private and special events.
• Assist with vendor sourcing, quotes, orders, rentals, décor, audiovisual needs, transportation, entertainment, and other event logistics.
• Coordinate vendor communications and process invoices for timely submission and payment.
• Attend client meetings, site visits, walkthroughs, and rehearsals as needed.
• Support event setup, vendor arrivals, guest arrivals, event execution, and breakdown.
• Assist with VIP experiences, entertainment timing, and personalized guest requests.
• Quickly identify and help resolve operational needs during events while maintaining a calm, polished, and solutions-oriented approach.
• Support corporate marketing activations, brand partnerships, promotional events, and other special projects as needed.

Requirements

• 2–3 years of experience in luxury hospitality, fine dining, private dining, event coordination, catering, or upscale hotel operations.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously.
• Outstanding written and verbal communication skills with a polished, professional demeanor.
• Strong attention to detail and the ability to anticipate guest and operational needs.
• Demonstrated passion for delivering elevated guest experiences and building long-term client relationships.
• Sales-minded approach with the ability to identify opportunities to grow group dining and private event revenue.
• Proficiency in Microsoft Office and Google Workspace.
• Positive, collaborative, and solutions-oriented mindset.
• Ability to work evenings, weekends, holidays, and other peak business periods as required.

Nice to have

• Experience with Tripleseat, OpenTable, SevenRooms, or similar reservation and event management platforms preferred.
• Bachelor's degree in Hospitality, Event Management, Marketing, Communications, or a related field preferred.

Benefits

• Full-time, exempt position
• Earns commission
• Flexible PTO policy
• Company Dining Discount
• Medical, Dental, Vision, and Life Insurance after 60 days of employment