Job Description

Job Overview

Our company is rooted in the core value of Community, and the Village Coffee is seeking a dynamic and detail-oriented Catering & Events Coordinator to oversee and grow our in-house events, off-site catering, and venue rental services. This role is ideal for a people-person with a sales background who thrives in event planning, marketing, and hospitality seeking to help our team create a culture of encounter.

Responsibilities and Duties:

Have a heart for the mission

• Value the relationship between The Village and our community
• Work closely, cooperatively, and constructively with management to fulfill the mission
• Demonstrate respect, dignity, and kindness always

Sales & Marketing

• Seek out new clients and retain and grow existing client base
• Set up and maintain customer relationships
• Promote in-house events, catering cart events, and catering products and services
• Implement marketing, advertising, promotions, and community relations programs
• Develop strategic local business and community partnerships
• Develop contacts and networks to market our brand
• Market events through sales channels to include social media, digital & print media, and in-person marketing
• Collaborate with Village management and marketing team to communicate event details
• Oversee customer satisfaction post-event or service
• Design marketing materials using Canva
• Utilize social media and trends to drive engagement
• Attend weekly sales meeting with management
• Manage and oversee all in-bound donation requests and respond promptly

Client Communication

• Follow up on in-person, phone, online and/or social media inquiries related to catering, venue, events, and/or donation requests
• Meet with clients, understand their needs and preferences, and negotiate and fulfill contracts
• Provide excellent customer service, address client concerns and ensure smooth event execution
• Write thank-you notes to customers, vendors, sponsors, and stakeholders

Event Planning & Coordination

• Plan, produce, and maintain an ongoing schedule of in-house events to be hosted by Village Coffee Co.
• Coordinate Village venue, coffee cart catering and menu catering sales and contracts
• Manage execution of in-house events and coordination of catering teams to deliver a high level of guest service, speed, and integrity within all events/catering
• Source, negotiate, and communicate with various vendors
• Act as liaison and point person for speakers, exhibitors, community partners, etc.
• Coordinate all décor requirements for events in accordance with Village Coffee standards
• Play a role in the event setup, including hands-on support as needed
• Welcome and organize vendors and exhibitors, and serve as their main point of contact
• Assist vendors, sponsors, partners, and events team with problems that arise
• Welcome guests and provide support to help them enjoy the event
• Support speakers and sponsors with technical setup and troubleshooting
• Assist with tear down and clean-up
• Collect data via survey, social media feedback, sales, etc., to help the events team analyze and plan future events
• Make on-site visits if necessary to ensure layout of space and necessary utilities are adequately provided for coffee cart events
• Communicate all events information to management and teams to ensure timely coordination in scheduling and staffing, ensuring that all supply needs are met to have smooth execution

Financial Management

• Develop and manage event budget, track expenses, and ensure profitability
• Use POS to create, send, and collect customer invoices
• Create and manage invoices through Toast POS for all catering and venue services
• Oversee expenditures to ensure budget requirements are met
• Pay any outstanding invoices and follow up on payments due
• Review the results of events and make recommendations for the feasibility of repeating or modifying those promotions

Skills and Qualifications:

• Self-starter
• Prior experience in event planning, catering sales, or hospitality-related fields preferred
• Sales-Driven with a proven ability to generate and grow events and catering (preferred)
• Strong leadership and communication skills
• People-oriented with excellent interpersonal skills and a natural ability to connect with customers and vendors
• Marketing savvy with a strong knowledge of social media trends and digital marketing (preferred)
• Excellent organizational and time management skills with an eye for details to ensure accuracy and efficiency
• Clean driving record and reliable means of transportation
• Ability to work under pressure and manage multiple tasks simultaneously
• Ability to work with diverse teams and clients
• Proficiency in Word, Google Docs and Excel (Google Sheets)

Working Days:
Mondays through Friday (typically) some weekends
Hours Per Week Expected: 20-30hrs/per week (will vary based on business needs)
Pay Frequency:
· Bi-weekly or twice monthly
Schedule:
● Monday to Saturday
● Some Weekends required
● Holidays required
Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees to this job. Employees are expected to follow their supervisor’s instructions and to perform the tasks requested by their supervisors.
The Village Coffeehouse is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, marital status, genetics, disability, age, or veteran status.

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