Event Operations and Food Services Coordinator

Paramount•New York, NY

5d•Onsite

About The Position

The Coordinator, Event Operations & Food Services supports the planning and execution of events by coordinating logistics, schedules, and resources across internal teams and external vendors. They serve as a key support point for clients and staff, helping maintain operational consistency and alignment across departments.

Requirements

2+ years of experience in event planning or event coordination in a corporate environment
Experience working with colleagues and vendors
Ability to work fully onsite 5-Days A Week (including early mornings, nights & weekends on occasion when required)
Must be able to lift at least 25lbs

Nice To Haves

Proven track record of creative, successful events
Excellent organizational, communication, negotiating, and multitasking skills
Ability to remain calm under pressure and maintain a customer-service mindset
Bachelor’s degree (or equivalent) in hospitality management
Experience in managing budgets and tracking expenses
Advanced knowledge of PowerPoint, Acrobat, and Excel

Responsibilities

Work closely with Director and Senior Manager to understand their events and support as needed with event proposals, setup, management, and additional items as needed.
Plan events as assigned from start to finish. This includes; ordering supplies and decor, researching third party food & event related vendors, scheduling services support with internal onsite security, facility and a/v teams.
Identify, negotiate, and manage relationships with various vendors – specialty food providers, décor, etc. – ensuring all services are delivered as agreed upon.
Work with various internal teams to acquire event information and necessary paperwork – ie. Facilities Department to confirm vendor’s COI is on file and up to date
Schedule security guards for events as necessary
Confirm setups and décor are as requested for events, and others as directed by the Director or Senior Manager
Provide assistance for the event host and guests at the time of the event for any last minute adjustments and/or direction for outside guests coming into the building.
Maintain PO and Invoice management for the team. Process, track, record and confirm all departmental vendor billing & invoices on our internal A/P system.
Support and assist the Director of Facility Services with special mailroom, office moves, strategy and workplace logistics onsite.
Process, record, and confirm all vendor billing & invoices for facility related services and mailroom.