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    Events Coordinator - New York, United States - Legacy Records

    Legacy Records
    Legacy Records New York, United States

    22 hours ago

    Default job background
    Full time
    Description
    Position Summary
    The Events Coordinator is responsible for working closely with the Private Dining Team to execute all
    Private Dining and Offsite events. This position will lead the Event Captain through the event, while also handling all guest needs and inquiries. The Events Coordinator is the primary point of contact for guests during any event.

    The Events Coordinator is also responsible for assisting the Director of Events with the scheduling and communication, of all private events for all DHG Properties.

    They are responsible for prioritizing tasks, communicating effectively both with external clients as well as colleagues, problem-solving, building long relationships, and creating positive experiences for guests.

    Service & Guest Experience


    • Lead the Event Captain and server team during the event, ensuring to appropriately delegate all tasks while
    foreseeing guest needs. Ensure the room is prepared for service at least 30 minutes in advance and that the
    Event Captain/ Server team is prepared, dressed (in the dress code), and prepared for guest arrival.

    • Work with the Event Captain to lead pre-shift with the Event Server team to ensure that all team members
    understand the BEO and expectations for the event.

    • Maintain an understanding of the proper steps of service and consistently execute them with efficiency and
    grace while maintaining a sense of urgency throughout service.

    • Perform basic wine and cocktail service and for any beverage specific events, work in conjunction with
    both the wine and bar team to ensure proper timing, efficiency and communication with the guests.

    • Ensure constant communication with staff members, management and the kitchen at all times during
    service.

    • Ensure that management is aware of any guest needs or concerns in a timely manner.
    • Utilize soignee system effectively and assign headers for any VIP guests/Allergies/etc.
    • Actively mobilize Event Server team to fulfill all steps of service while focusing on guest needs.
    • Responsible for ensuring that all banquets/catering are allocated properly in the POS system.
    • Ensure the Tripleseat invoice and POS numbers match. This includes following up with the Private Dining
    team to ensure each event has been rung in correctly.

    • Act as the primary point of contact for all offsite events to ensure smooth and efficient FOH operations
    from planning to execution.
    Menu Knowledge, Side work and Station Maintenance

    • Demonstrates knowledge of all menu items. Must be able to effectively describe each dish as well as the
    ingredients, preparation/techniques, purveyors and allergens.

    • Must work effectively with the BOH team to ensure proper communication of event/guest needs, allergies,
    aversions, dietary restrictions etc. in a timely manner during service.

    • Must have strong beverage knowledge and must be able to effectively navigate the by the glass list without
    the assistance of a sommelier.

    • Demonstrate knowledge of Department of Health (DOH) standards.
    • Work with Event Captain to ensure that all glassware and flatware are cleaned and polished. Maintain
    cleanliness and organization of all side stations and dish pit area.

    • Work with the Event Captain to maintain all room tidiness, cleanliness and organization. This includes
    daily upkeep, daily trash removal, restroom maintenance and weekly coat check clean out,

    This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of Legacy Records.
    This job description does not constitute an employment contract or a guarantee of employment for any specific duration. Legacy Records is an at-will employer and your employment with Legacy Records is at-will.

    This means that both you and Legacy Records reserve the right to terminate the employment relationship at any time, for any reason, with or without notice.

    Your at-will employment relationship cannot be
    modified unless it is in writing and signed by both you and an authorized representative of Legacy Records.

    • Responsible for communicating any maintenance and/or repairs in a timely manner with the Front of House
    Management team.

    • Work with the Events Captain to ensure the Private Dining Room is set up and stocked in preparation for
    each service.
    Respond to all guest inquiries with efficiency, accuracy and hospitality while maintaining strong
    communication with all management teams. Ensure the successful execution of events and complete all
    associated tasks and transactions in a timely manner.


    • Assist Events Director with vetting all event inquiries within 24 hours via phone and/or email. Manage the
    sales cycle of an event from inception to completion, prioritizing all facets of event coordination.

    • Assist Events Director with initial stage of client outreach, diverting leads across all DHG properties.
    • Assist with Group Dining Reservations and assist Chief of Staff with VIP requests as needed.
    • Assist Events Director with preparing BEOs and menus with accuracy for all events, in advance.
    • Assist Director of Events in administration of departmental projects for the growth of the company
    • Work with Events Director to maintenance of Tripleseat, including converting leads, maintaining all
    documents, guest databases, and informational material

    • Responsible for drafting and printing all menus, place cards, cocktail cards and other materials as necessary
    for all events.

    • Coordinate with third party vendors as needed (flowers, decorations, AV, security, etc)
    • Assist with guest follow up post-event to ensure guest satisfaction and to handle any outstanding billing
    items. Provide guest with a copy of receipt.


    ESSENTIAL FUNCTIONS:

    • Able to lift 30+ lbs
    • Polished personal presentation: grooming meets Company standards, as outlined by Employee Handbook
    • Communicates information effectively and efficiently
    • Able to work nights, weekends and holidays, and variable schedule, per the needs of the business.
    • Ability to walk, stand, and/or bend continuously and for extended periods as required to perform essential
    job functions

    • Ability to perform essential job functions under pressure, maintain professionalism when working under
    stress.

    • Ability to utilize traditional software programs such as Gmail, Microsoft Office (Word, Excel, Outlook,
    and PowerPoint), LightSpeed, TripleSeat, Canva and any additional systems as needed; ability to access
    and accurately input information using a moderately complex computer system.

    • Strong written, verbal, and interpersonal communications skills including ability to listen attentively and to
    communicate information clearly and effectively.

    • Demonstrated interpersonal, collaborative, and relationship-building skills; ability to interact positively.
    with teammates at various levels across the company and customers

    • Demonstrated ability to work well with cross-functional groups backgrounds.
    • Strong verbal and written communication skills
    • Strong telephone etiquette, specifically in tone of voice, listening and understanding client's
    • needs, recording all pertinent data
    • Exceptional attention to detail
    • Ability to multi-task in a fast-paced environment
    More detail about Legacy Records part of Delicious Hospitality Group, please visit
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