Admin / Event Coordinator

Indaco West Palm•West Palm Beach, FL

About The Position

The Event Coordinator/Admin supports the day-to-day operations of the Indaco West Palm Beach location by handling administrative and organizational tasks and supporting the General Manager and Executive Chef. The role requires strong organization and communication to help the restaurant team operate effectively. The position coordinates event preparation and service: reviewing function sheets, preparing staff and supplies, inspecting event rooms, greeting and assisting customers, monitoring event details and guest satisfaction, completing bills and collecting payment, and overseeing breakdown, cleanup, and equipment returns. The role also handles reservation calls, office supplies, correspondence, scheduling, onboarding support, invoicing, and other administrative paperwork.

Requirements

Knowledge of the hospitality industry and/or at least 1 year of restaurant, banquet, or event experience.
Ability to learn quickly, 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.
Must be at least 21 years of age.
Must be able to work nights, weekends, and holidays, with schedule flexibility based on business and staffing needs.
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 MS Office.
Ability to anticipate, prevent, identify, and solve workplace problems.

Responsibilities

Answer and direct phone calls consistently and respond to guest inquiries within 24 hours.
Make, cancel, or change reservations in OpenTable or Resy, asking about 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, onboarding, daily invoicing, and administrative paperwork.
Print required documents or certificates for display or filing.
Review upcoming event function sheets and understand the requirements for scheduled events.
Provide special events staff with function sheets so they understand event specifications.
Obtain the equipment and supplies needed for each event and ensure they meet customer expectations and requirements.
Inspect event rooms before functions, including room setup, menu, and service staff, to confirm they conform to the function sheet.
Greet customers before functions and remain present to assist during events.
Check periodically with customers to assess satisfaction and respond to requests.
Observe, direct, and assist staff throughout events and ensure function-sheet details are carried out.
Prepare an accurate bill, collect final payment, and note any alternate payment arrangements 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.