Cafe Events Coordinator Job Description

[Your Company Name] is seeking a highly organized and enthusiastic Cafe Events Coordinator to manage and oversee all events hosted at our cafe. The ideal candidate will be responsible for planning, coordinating, and executing a variety of events, ensuring they run smoothly and are a success.

Key Responsibilities:

A. Event Planning and Coordination:

Plan and organize a wide range of events, including private parties, corporate meetings, community gatherings, and themed events.
Coordinate with clients to determine their requirements and preferences, ensuring all details are arranged to meet their expectations.
Develop event concepts, themes, and timelines, ensuring all events align with the cafe’s brand and mission.

B. Vendor and Client Relations:

Build and maintain relationships with vendors, suppliers, and partners to secure necessary services and products for events.
Serve as the main point of contact for clients, providing excellent customer service and addressing any questions or concerns promptly.
Negotiate contracts with vendors and clients, ensuring the best possible terms and adherence to budget constraints.

C. Event Promotion and Marketing:

Collaborate with the marketing team to promote events through various channels, including social media, email newsletters, and in-cafe advertising.
Create and distribute promotional materials, such as flyers and posters, to attract event participants.
Utilize feedback and data from past events to improve future event strategies and marketing efforts.

D. Event Setup and Execution:

Oversee the setup and breakdown of event spaces, ensuring all equipment and decor are arranged according to plan.
Manage event logistics on the day of the event, including coordinating staff, directing vendors, and ensuring a smooth flow of activities.
Address any issues that arise during events promptly and efficiently, ensuring client satisfaction.

E. Financial Management:

Develop and manage event budgets, tracking expenses and ensuring all events remain within budget.
Prepare financial reports post-event, analyzing costs and profitability, and providing insights for future events.
Collaborate with the finance team to process invoices and payments related to events.

Qualifications:

Bachelor’s degree in Hospitality Management, Event Planning, Marketing, or a related field.
Proven experience as an Events Coordinator, preferably in a cafe or hospitality setting.
Excellent organizational and multitasking skills, with a keen eye for detail.
Strong interpersonal and communication skills, with the ability to build and maintain relationships with clients and vendors.
Proficiency in event management software and Microsoft Office Suite.
Ability to work flexible hours, including evenings and weekends, as required by event schedules.

Working Conditions:

Primarily based in the cafe with some travel to meet clients and vendors.
Regularly required to stand, walk, and lift items up to 30 pounds during event setup and breakdown.

Application Process:

Interested candidates should submit a resume and cover letter detailing their relevant experience and why they are a good fit for the Cafe Events Coordinator position at [Your Company Name]. Applications can be sent to [Your Company Email] by [application deadline].

[Your Company Name] is an equal-opportunity employer and welcomes applications from all qualified individuals.

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