Event Coordinator

Kemo Sabe•Aspen, CO

9d•$70,000 - $70,000•Onsite

About The Position

The Event Coordinator will be responsible for a variety of tasks during booked events, including coordinating with the sales team, co-hosting events with the Event Manager, setting up and breaking down event spaces, managing guest experience, and ensuring smooth operations during the shopping portion of the event. This role also involves event planning processes, understanding event pricing and procedures, and completing end-of-event processes such as financial reporting and client communication.

Requirements

Knowledge of booked events for the day, including client name/company, timeframes, and add-ons.
Ability to co-host events with the Event Manager.
Skills in setting up and breaking down event spaces.
Ability to assist with setting up charcuterie, caviar, signage, napkins, and other add-ons.
Willingness to chop food items if needed.
Willingness to pick up food items/charcuterie/caviar if needed.
Ability to clean the bar area.
Skills in prepping specialty cocktails.
Ability to manage a coat check.
Ability to instruct guests on where to store personal belongings.
Ability to manage event music and vibe.
Skills in ensuring guests are having a good time on the sales floor.
Ability to check in with the host regularly.
Ability to serve cocktails or host guests in the bar.
Ability to ensure the bar is private for event guests.
Skills in monitoring the event space and redirecting unauthorized guests.
Ability to work with sales wranglers to pair guests with staff.
Ability to manage guests with shopping credits.
Ability to monitor sales floor and bring up available sales wranglers.
Ability to instruct guests on waiting for sales wranglers.
Ability to coordinate with door hosts.
Ability to ensure merchandise sales are rung up correctly.
Ability to process payments properly according to the contract.
Knowledge of event pricing and procedures.
Knowledge of guest count capacity for the event space.
Ability to answer basic event questions.
Basic knowledge of merchandise.
Basic knowledge of how merchandise credits work with events.
Flexibility to cover events during busy holidays/weekends or when staff is sick.
Willingness to assist with event emails.
Willingness to travel to other stores to help with events.
Ability to send receipts to clients.
Ability to recap event successes or areas for improvement.
Ability to update the event financial report weekly.
Ability to send monthly event reviews to management.

Responsibilities

Huddle with the sales team prior to events to inform staff of all major details.
Have knowledge of booked events for the day, including client name/company, timeframes, and add-ons.
Send a follow-up email to the full team with event information.
Co-host events with the Event Manager.
Assist with setting up and breaking down events in a timely manner.
Assist with setting up charcuterie, caviar, signage, napkins, and other add-ons.
Chop necessary food items if needed.
Pick up food items/charcuterie/caviar if needed.
Clean the bar in between events (wipe down bar top, vacuum/sweep).
Get specialty cocktails prepped and ready.
Manage a coat check during the winter season.
Instruct guests on where to store personal belongings.
Manage the vibe of the event by controlling music to fit the group's desired vibe.
Ensure guests are having a good time on the sales floor.
Frequently check in with the host to see if they need anything.
Serve cocktails on the sales floor or host guests in the bar.
Ensure the bar is private for event guests only.
Monitor the event space and politely redirect unauthorized guests.
Work with the Event’s assigned lead sales wrangler to pair guests with sales wranglers.
Ensure guests with shopping credits are paired with wranglers promptly.
Continuously check the sales floor and bring up available sales wranglers as needed.
Instruct remaining guests to wait in the event space until sales wranglers are available.
Work with door hosts to ensure the rope is up if needed and wranglers prioritize event guests.
Ensure all merchandise sales during the event are rung up under the EV referral code.
Post notes on register computers to remind sales wranglers to use the 'EV' code for event sales.
Ensure all payments are processed properly according to the contract.
Know all event pricing and procedures.
Know the guest count the event space can accommodate.
Answer basic event questions (pricing, add-ons, buyout options).
Have a basic knowledge of merchandise and how merchandise credits work with events.
Be flexible to help cover events during busy holidays/weekends or when staff is sick.
Assist with event emails when necessary or during vacations.
Travel to other stores to help with events when necessary.
Send receipts to clients as needed.
Recap the successes of each event or areas to improve.
Update the event financial report weekly.
Send a monthly review of all events to store managers and Vice Presidents.