Event Sales Coordinator/Office Admin

MERCADO INVESTOR LLC•New York, NY

12d•Onsite

About The Position

José Andrés Group is seeking a highly organized, detail-oriented, and proactive Event Sales & Administrative Coordinator to support the Events and Administrative teams at Mercado Little Spain in Hudson Yards, New York City. The role combines event coordination, client communication, banquet event order management, catering logistics, and post-event follow-up with office administration and financial support, including invoice processing, vendor reconciliation, cash management, and supply tracking. Working closely with the Events Manager, Operations Leadership, and administrative teams, the coordinator helps ensure event details are accurately communicated, deadlines are met, financial records are maintained, and operational processes run efficiently. The position involves preparing and organizing BEOs and event menus, coordinating reservations and catering deliveries, responding to client inquiries, closing out events, and maintaining administrative and financial documentation. The role is based in a fast-paced restaurant and office environment. Occasional evening, weekend, or holiday availability may be required based on event schedules, and the coordinator may assist with off-premise events. The position requires extended sitting, standing, and walking, frequent use of office equipment, and the ability to lift and carry supplies or event materials weighing up to approximately 25 pounds.

Requirements

1–3 years of experience in event coordination, hospitality administration, office administration, or a related role is preferred.
Previous experience in restaurants, hotels, catering, or event venues is strongly preferred.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple responsibilities, prioritize effectively, and meet daily deadlines.
Strong written and verbal communication skills and professional, welcoming telephone etiquette.
Basic understanding of invoice processing, vendor reconciliation, and administrative financial procedures.
Proficiency in Microsoft Office and/or Google Workspace.
Ability to review documents and financial information for accuracy.
Strong time-management and problem-solving abilities.
Ability to work independently while maintaining effective communication with the team.
Comfort handling confidential client, vendor, and financial information.
Positive, proactive, and collaborative attitude; genuine interest in hospitality, events, and guest experiences.
Ability to adapt to changing priorities in a fast-paced environment.
Flexible availability based on business and event needs.

Nice To Haves

Experience with TripleSeat or similar event management software.
Experience with Canva and creating professional menus or printed materials.
Familiarity with OpenTable or similar reservation platforms.
Experience with Craftable or similar invoice management software.
Familiarity with catering delivery platforms such as CaterWheels.

Responsibilities

Review daily event schedules and upcoming reservations in TripleSeat; print, organize, and verify day-of-event Banquet Event Orders (BEOs).
Check event details, including guest counts, timing, menu selections, dietary restrictions, special requests, and current confirmed information; communicate changes or discrepancies to relevant teams.
Maintain organized event files and coordinate daily preparation across Events, Culinary, Beverage, and Restaurant Operations.
Create customized day-of-event menus in Canva using approved templates; verify content and branding, print materials, and coordinate readiness by 1:00 PM on event days.
Close out completed events in TripleSeat the following morning, verify final receipts and balances, send receipts and thank-you messages to clients, and flag discrepancies or concerns.
Answer event-related phone calls when the Events Manager is unavailable, record detailed messages, forward inquiries and urgent requests, assist with routine client questions, and maintain communication records.
Enter appropriate reservations for groups of fewer than 10 guests in OpenTable after confirming availability; accurately record details and direct larger-group or event inquiries to the Events Manager.
Schedule and coordinate catering deliveries through CaterWheels, verify delivery and order information, coordinate preparation, communicate updates, and maintain delivery records.
Prepare event materials, signage, menus, and printed collateral; support off-premise events, including PM Perks, and assist with event logistics, calendars, records, and special projects.
Enter vendor invoices into Craftable, verify invoice details and supporting documentation, submit invoices for approval, and maintain organized records.
Review and reconcile vendor statements against invoices, payments, and credits; identify discrepancies and missing invoices, communicate with vendors or internal teams, and help resolve outstanding accounts.
Identify billing discrepancies and request, follow up on, and process vendor credits; maintain documentation and coordinate resolutions with Operations and Finance as needed.
Reconcile cash balances and deposits, review records, report discrepancies, coordinate replenishment, and follow cash-handling and internal-control procedures.
Monitor office supply inventory, communicate replenishment needs, maintain an organized office, and assist with administrative projects.
Collaborate and communicate effectively with Events, Operations, Culinary, Beverage, Finance, vendors, and clients while meeting deadlines and adapting to changing priorities.