Events Sales Coordinator
About The Position
Warren Street Hotel is a Firmdale Hotels property in the heart of Tribeca — one of New York's most distinctive boutique hotels, known for its design-forward aesthetic, intimate spaces, and exceptionally high service standards. Our Events Department is in an active growth phase, building toward a premier private event destination for corporate, brand, and social clients across New York. We are looking for an Events Sales Coordinator to join our growing Events Department. This is a role for someone who thrives on structure, systems, and precision — someone who can take a sold event and ensure every operational detail is mapped, communicated, and ready before it ever reaches the floor. You will be the administrative and operational anchor of the department: managing bookings and event data across our core systems, producing accurate documentation for every event, and directing the on-site team with clear, complete instructions so that nothing is left to chance. You won't be running the floor on event day — you'll be the reason the floor is ready.
Requirements
- Hands-on experience with Opera, Salesforce, and Delphi (or similar hotel/event management systems)
- An operational background — understanding what it takes to physically set up and run an event, not just sell or document one
- Exceptionally detail-oriented — nothing slips past you, and your documentation is always clean and complete
- Communicate clearly and proactively, especially when directing a team toward a deadline
- Self-directed, organized, and calm under the pressure of multiple events running in parallel
- Takes pride in being the person who makes sure everything is ready — quietly, reliably, every time
- Brings positive energy to the workplace and genuinely enjoys creating memorable experiences for others
- Leads with a warm smile, a can-do attitude, and a willingness to roll up your sleeves when needed
- Thrives in a team-oriented environment and builds strong relationships across departments to ensure seamless event execution
- Passionate about hospitality, luxury service, and creating memorable experiences for clients and guests
Nice To Haves
- 2+ years in event coordination, hotel operations, or reservations within a luxury hospitality environment
- Experience working across multiple property management and CRM systems simultaneously
- Prior experience at a Firmdale property or comparable luxury hotel brand
Responsibilities
- Manage event bookings, room blocks, and reservations across Opera, Delphi, and Salesforce
- Draft and distribute Banquet Event Orders (BEOs) for every event, ensuring accuracy and completeness
- Prepare detailed run-of-show documents and operational checklists for each event
- Direct the on-site team with clear written instructions ahead of every event — covering setup, timing, staffing needs, and special requirements
- Confirm event details with clients: guest counts, dietary requirements, room setups, AV, and vendor needs
- Coordinate with vendors and suppliers for deliveries, rentals, and event-specific logistics
- Maintain accurate, up-to-date records across all systems so that sales, operations, and finance are always working from the same information
- Conduct pre-event readiness checks — confirming every aspect of an event is in place before it begins
- Support post-event administration, including billing coordination and recap documentation
Benefits
- Competitive compensation commensurate with experience
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
