Private Events & Sales Coordinator

FareStart•Seattle, VA

9d•$26 - $28

About The Position

This position supports the Box Lunch and Private Event Programs through administration, event coordination, and strong client communication. This role ensures accurate documentation, billing, and logistics while helping deliver seamless service from inquiry to execution. Serving as a link between clients, the sales team, and operations, this position upholds high standards of organization, service, and professionalism.

Requirements

Associate’s degree and four (4) or more years of food and beverage experience, private dining and/or catering sales experience; and/or an equivalent combination of education and experience.
A valid Washington State Driver’s License with a five (5) year clean driving record.
A valid King County Food Handler’s Permit.
A valid WSLCB Servers Permit.
Demonstrated knowledge of catering software and diagramming (or design) software and Toast POS.
Proficient and experienced in Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook, and Teams.
Ability to work with customized databases and technology and to conduct internet research.
Ability to handle confidential information with discretion.
Excellent organizational skills with the ability to balance and prioritize multiple tasks and requests and meet deadlines in a professional manner.
Ability to be flexible and adaptable and change plans as needed.
Excellent written and verbal communication skills with the ability to adapt communication based on audience and purpose with inclusivity.
Ability to listen patiently and attentively, ability to express self clearly and effectively, and the ability to adapt communication based on audience and purpose with inclusivity.
Ability to work independently as well as within diverse teams and environments, while treating everyone with respect.
Ability to communicate effectively and comfortably with audiences of different backgrounds and experiences.
Ability to employ best practices associated with the position, while displaying an on-going commitment to learning and self-improvement.

Responsibilities

Coordinate and generate catering event correspondence, banquet event orders (BEOs), thank-you letters, event parking requests, name cards, floorplans, handouts, brochures, and other materials.
Distribute BEOs, change logs, and other reports as needed.
Submit final billing documentation to Catering Sales Team and Finance Team, ensuring accuracy, completeness, and timeliness.
Intake initial catering inquiries via phone and email.
Monitor and answer restaurant phone calls and take ad-hoc box lunch orders.
Create task lists for front-of-house (FOH) staff for events, overseeing execution and assist as needed.
Greet and run through brief training/orientation for external event staff.
Print materials for FOH staff on event days.
Coordinate logistics for box lunch program.
Monitor BEOs in conjunction with management and alert culinary team of updates.
Point of contact for minor adjustments to box lunch orders and private events.
Deliver box lunches as needed.
Create pack lists for offsite catering orders that require specific disposables.
Create and print menus and buffet labels for private events.
Act as event lead for private events.
Act as a liaison between the sales team and clients as needed.
Maintain catering sales share resources as needed.
Attend trade shows and networking events as assigned.
Perform other duties as assigned.