Event Sales Coordinator MLS

MERCADO INVESTOR LLC•New York, NY

22h

About The Position

José Andrés Group is seeking an organized, detail-oriented Event Sales Coordinator to support the Events Department at Mercado Little Spain in Hudson Yards, New York. The role combines event administration and operational coordination with general office administration and financial support. The coordinator prepares and organizes Banquet Event Orders (BEOs), creates customized event menus, coordinates catering deliveries, manages event documentation, communicates with clients, and completes post-event follow-up. The position also supports invoice processing, vendor reconciliation, billing discrepancy resolution, cash reconciliation, and office supply management. The ideal candidate is proactive, accurate, and comfortable balancing multiple deadlines in a fast-paced hospitality environment. The role works across Events, Operations, Culinary, Beverage, Purchasing, and Finance teams, and communicates with clients and vendors to help ensure event details and administrative processes are handled efficiently.

Requirements

1–3 years of experience in event coordination, hospitality administration, restaurant operations, or a related role is preferred.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple responsibilities and meet daily deadlines.
Strong written and verbal communication skills and professional, friendly telephone etiquette.
Ability to review documents and financial information for accuracy.
Strong time-management and problem-solving skills.
Ability to work independently while communicating effectively 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.
Ability to work in a fast-paced restaurant and office environment and manage multiple deadlines and changing operational priorities.
Ability to sit, stand, and walk for extended periods; frequent use of computers, phones, printers, and other office equipment.
Ability to lift and carry office supplies and event materials weighing up to approximately 25 pounds.
Occasional evening, weekend, or holiday availability may be required based on event schedules, and the role may involve assisting with off-premise events.

Nice To Haves

Previous experience in restaurants, hotels, catering, or event venues.
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.
Basic understanding of invoice processing, vendor reconciliation, and administrative financial procedures.
Proficiency in Microsoft Office or Google Workspace.

Responsibilities

Review the daily event schedule and upcoming reservations in TripleSeat, prepare and distribute day-of-event BEOs, verify event details, communicate changes or discrepancies, and maintain organized event records.
Create, proofread, print, and prepare customized event menus and other printed materials using Canva and approved templates, coordinating with restaurant teams to have materials ready by 1:00 PM on event days.
Close completed events in TripleSeat the following morning, verify receipts, charges, payments, and balances, send receipts and thank-you messages to clients, and flag discrepancies or concerns.
Answer event-related calls when the Events Manager is unavailable, take and forward detailed messages, assist with routine client questions, and maintain communication records.
Enter appropriate reservations for groups of fewer than 10 guests into OpenTable, verify availability, record reservation details, and direct larger group or event inquiries to the Events Manager.
Schedule and coordinate catering deliveries through CaterWheels, verify delivery and order details, coordinate with restaurant and catering teams, and communicate delivery issues or updates.
Support daily event operations, off-premise events, event preparation, calendars, documentation, logistics, special projects, and coordination across departments.
Enter and verify vendor invoices in Craftable, submit them for approval, maintain documentation, and identify missing information or discrepancies.
Reconcile vendor statements against invoices, credits, and payments; communicate discrepancies; and help resolve outstanding vendor account issues.
Identify billing discrepancies, request and follow up on vendor credits, process and document credit memos, and maintain credit records.
Assist with cash balance and deposit reconciliation, identify and report discrepancies, coordinate replenishment, and follow cash-handling and internal-control procedures.
Monitor office supply inventory, communicate replenishment needs, and help maintain an organized office environment.