Party Coordinator

Urban Air Adventure Parks•Tukwila, WA

5h•$55,000 - $65,000•Onsite

About The Position

The Party & Events Coordinator owns the end-to-end success of Urban Air’s birthday party business. This role drives birthday party sales, converts inquiries into bookings, manages guest communication, coordinates day-of execution, and leads Party Hosts to deliver consistently excellent experiences. The Party & Events Coordinator is the operational and revenue owner of the birthday department, responsible for ensuring strong conversion, accurate scheduling, smooth execution, high guest satisfaction, and growing birthday party revenue. Based on business needs and demonstrated performance, this role may expand over time to include coordination of additional group events or park buyouts.

Requirements

1+ year experience in hospitality, events, retail leadership, or sales preferred
Experience coordinating events or managing bookings a plus
Familiarity with POS or booking systems a plus
Full availability for weekends, evenings, and holidays
Highly organized, proactive, and detail-oriented
Confident, professional communicator (verbal and written)
Comfortable with sales, closing, and discussing value with guests
Calm and effective in fast-paced, live-event environments
Strong follow-through and accountability
Comfortable mentoring and leading teens/young adults
Balances guest satisfaction with sound business judgment
Solutions-oriented and dependable

Responsibilities

Serve as primary point of contact for inquiries via phone, email, web leads, and in-person
Convert inquiries into booked parties through professional sales conversations
Clearly explain packages, pricing, policies, and experience flow
Upsell party packages, add-ons, food, merchandise, and experiences
Confirm party details, special requests, waivers, and payments
Maintain accurate bookings and guest notes in the party management system
Conduct weekly confirmation and upsell calls with upcoming party guests
Send confirmation emails and scripts outlining arrival times, expectations, and inclusions
Proactively resolve guest questions or changes prior to event day
Respond to party feedback and follow up as needed
Print and review daily party invoices and reports
Create café party boards and review food & beverage needs
Inspect party rooms and tables to ensure they are clean, set, and guest-ready
Coordinate closely with Café team to ensure food is prepared and delivered on time
Manage party flow and timelines throughout the day
Check in with party parent/host during the event
Manage party checkout, including add-ons, approved discounts, and final payment
Inspect party rooms after completion and confirm reset for next day
Actively walk the floor observing parties and addressing needs in real time
Train, coach, and support Party Hosts
Ensure hosts follow party scripts and service standards
Provide staffing notes and feedback to support scheduling
Ensure adequate coverage for upcoming parties and peak periods
Conduct weekly inventory of party supplies
Place weekly orders for party supplies
Review café product needs weekly with Café Manager and/or GM
Keep party management and scheduling systems accurate and current
Submit tip reports and ensure parties are properly closed
Review party transactions to ensure all events are closed out
Review party revenue and performance trends monthly
Review booking loss and cancellation reports
Identify opportunities to improve conversion, average check, and guest experience
Collaborate with GM and leadership team on growth opportunities
Support local awareness and relationship-building efforts that drive birthday party inquiries and bookings (e.g., schools, youth organizations, sports leagues, community groups)
Based on business needs and demonstrated performance, this role may expand to include coordination of additional group events (e.g., private park rentals, school groups, theme nights, or community buyouts)