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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