Admin / Event Coordinator

Indaco West Palm•West Palm Beach, FL

About The Position

The Indigo Road Hospitality Group is seeking an Event Coordinator/Admin to support day-to-day operations at its Indaco West Palm Beach location. The role combines administrative and organizational work with coordination and on-site support for events. The coordinator supports the General Manager and Executive Chef, helps ensure guests’ questions and requests are handled, and makes sure events are prepared and delivered according to their function sheets and customer requirements.

Requirements

Knowledge of the hospitality industry and/or at least one year of restaurant, banquet, or event experience.
Must be at least 21 years of age.
Ability to understand and carry out oral and written instructions and request clarification when needed.
Strong interpersonal, oral, and written communication skills.
Ability to work as part of a team and build relationships.
Knowledge of office management systems and procedures.
Excellent time-management skills and ability to multitask and prioritize work.
Attention to detail and problem-solving skills.
Strong organizational and planning skills.
Proficiency in Microsoft Office.
Ability to anticipate, prevent, identify, and solve workplace problems.
Ability to work nights, weekends, and holidays, with flexibility based on business and staffing needs.

Responsibilities

Answer and direct phone calls, responding to guest inquiries within 24 hours.
Use OpenTable or Resy to make, cancel, or change reservations, while recording dietary restrictions and special notes.
Organize and schedule meetings and appointments.
Order and maintain office supplies, and retrieve or purchase items outside the property when needed for service.
Produce and distribute correspondence, memos, letters, faxes, and forms.
Maintain location contact lists and communicate changes to the Home Office.
Support the General Manager and Executive Chef with new-hire orientation and onboarding tasks.
Assist the General Manager and Executive Chef with daily invoicing to keep teams informed about their budgets.
Provide administrative support, including preparing and proofreading paperwork, forms, reports, and schedules.
Print documents or certificates for display at the property or filing in the office.
Review upcoming event function sheets and understand the requirements for scheduled events.
Provide event staff with function sheets and ensure they understand event specifications before each function.
Requisition or obtain equipment and supplies required for each event.
Inspect event rooms before functions to confirm setup, menu, staffing, and other details conform to the function sheet.
Greet customers before functions and remain available throughout events to assist as needed.
Check periodically with customers to ensure satisfaction and respond to requests.
Observe, direct, and assist staff during events, ensuring the function-sheet details are carried out.
Prepare an accurate bill at the end of each function and collect final payment, noting any alternative payment terms on the bill.
Direct and supervise event breakdown and cleanup; account for equipment and supplies, return restaurant items to storage, and return or arrange the return of rented materials.