Private Events Administrative Coordinator

Soho House & Co.•West Hollywood, CA

4h•Onsite

About The Position

The Private Events Coordinator is the first point of contact when a private event inquiry is received. This is an incredibly exciting, varied, and rewarding job for someone with exceptional drive and high levels of organization. With a high volume of inquiries, it is of the utmost importance that members receive an initial response quickly. The private events coordinator will provide members with an initial detailed response to their inquiry, providing all pertinent information on venue availability, cost, and food & beverage service options.

Requirements

Minimum 1+ years relevant experience
An essential part of the job is being available on a flexible schedule and being willing to work outside “office hours”. For example, nights, weekends, and holidays (as needed and when applicable). This may or may not be required on a regular basis but is mandatory when needed.
Strong organizational and project management abilities.
Daily use of Microsoft Office Suite, Salesforce, Tripleseat and other systems.
Adaptable in various situations.
Professional manner and attitude.
Friendly and approachable.
Excellent written and oral communication skills.
Positive tone when answering business calls.
Ability to work effectively under time constraints and deadlines.
Passionate about Soho House, upholding its standards and core ethos.

Responsibilities

Manage all LA private events inquiries via shared email inboxes and a dedicated phone line.
Ensure all required event details are collected prior to routing inquiries to the appropriate Private Events Manager.
Track and organize inquiries to ensure timely follow-up and clear communication.
Provide administrative support throughout the event planning process.
Prepare, update, and organize BEOs, ensuring consistency across all LA properties.
Print and distribute private event menus on a weekly basis.
Compare event checks between Micros and Tripleseat to ensure accuracy.
Confirm payments are recorded and bookings are closed in Tripleseat following each event.
Track payment status and prepare weekly reports of outstanding balances.
Support coordination with Finance as needed regarding discrepancies or follow-up.
Produce weekly reports for Private Events Managers and the Head of Private Events, including inquiry volume, booking status, and outstanding payments.
Maintain organized digital records for inquiries, BEOs, contracts, and financial documentation.
Coordinate content delivery for screenings at Soho House West Hollywood.
Liaise with the AV team to ensure content is delivered on time and meets technical requirements.
Coordinate scheduling and logistics for third-party vendors supporting private events, including but not limited to florists, rental companies, entertainment, production, and specialty services.
Serve as the primary administrative point of contact for vendor confirmations, contracts, and required documentation.
Ensure vendor schedules align with event timelines, BEOs, and property-specific requirements.
Track vendor costs and payment terms to confirm accuracy against contracts and invoices.
Coordinate with Finance to ensure timely processing of vendor invoices and payments.
Maintain organized records of vendor agreements, invoices, and payment statuses for all LA properties.
Support Private Events Managers by flagging discrepancies, missing documentation, or payment issues in advance of events.
Support additional administrative tasks and projects as assigned by the Head of Private Events.