Events Coordinator

We are seeking a talented and hospitality driven Events Coordinator to join the Spago Beverly Hills team!

*Note that employment with the company is conditioned on your ability to provide the company with valid proof that you received the COVID-19 vaccine (J&J/Janseen, Moderna or Pfizer/Biontech).  Exemptions for medical or religious reasons wll be reviewed on a case-by-case basis, and may or may not be provided.  

Job Summary: The Events Coordinator is responsible for driving and managing large group sales private events business, while curating memorable fine dining experiences for guests both internally and externally.  This position will work with clients, Executive and Pastry Chef to develop curated menus based on the guests needs, manage the Hostess team to ensure reservation system is maintained and accurate and assist with social and marketing strategy to bring guest awareness and financial growth to the restaurant as well as private events.

Essential Job Functions:

• Execute and maintain written sales agreements/contracts for all large group and buy out events
• Follow up with guests on required deadlines, return email and phone calls in a timely manner with urgency and ease
• Maintain and implement efficient set up & tear down details and processes
• Execute all event menus, captain order sheets and floorplans
• Hands-on management of events
• Partner with Assistant General Manager ensuring all events are staffed appropriately
• Coordinate with the Executive and Pastry Chef and Beverage Director on menu options ensuring there is alignment in pricing

• Strong communication with all key players, FOH, BOH, support staff, hotel partners
• Lead event meetings and line up
• Analyze events success and opportunities
• Ensure event services are setup timely and resolve any problems that might occur
• Plan events from start to finish according to client and company requirements and objectives
• Suggest and implement new concepts to the client and company that enhances the events success
• Prepare budgets and ensure all payments are processed timely
• Source event vendors and negotiate contracts and fees for services
• Interact with the on-site contact and assist with any requests in a professional and courteous manner
• Direct event staff
• Organize return of any rentals
• Maintain well-organized event & financial records, take deposits
• Support managers on restaurant operations, policies and procedures
• Manage, train and guide the hostess team on event and restaurant operations, policies and procedures
• Plan, manage and execute the social media calendar for Instagram and Facebook while partnering with the Executive Chef and General Manager ensuring strategic and brand vision is met.
• Initiate new strategic processes with Executive Chef and General Manager on new restaurant concepts to create noteworthy buzz and awareness to potential guests while maximizing sales and improving the customer experience.

• Maximize partnerships with Wolfgang Puck and Four Seasons public relations teams during bi-weekly calls to review upcoming events and how best to optimize joint resources.
• Lead weekly BEO meetings with FOH and BOH leaders reviewing upcoming internal and external private and industry events.
• Maintain current and initiate new client relationships with bi-monthly emails, phone calls and site visits.
• Update collateral materials including menus, information packets and floor plans. Performs other job-related duties as assigned

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High School Diploma or general education degree (GED)

Required Experience:

• Minimum 2 years events coordinator experience in fine dining food and beverage operation
• Minimum 1 year Open Table experience
• Proficient knowledge of computer applications and systems (Word, Excel, In-design)
• Open Availability

• Excellent guest service and hospitality skills
• Self-motivated with excellent organizational skills and attention to detail
• Articulate, communicative, with excellent verbal and written communication skills
• Must be effective at listening, understanding guest needs and clarifying concerns raised by guests
• Ability to be flexible and to perform multiple tasks effectively
• Friendly, open disposition and professional presentation
• Knowledge of administrative and clerical procedures and duties - email etiquette, file management, record keeping, template creation, etc.

Physical Requirements:  

While performing the duties of this job, the employee is regularly required to stand for extended periods of time, twist at the neck and trunk, bend at the waist and stoop, kneel, crouch, or crawl. The employee is occasionally required to reach with hands and arms, reach overhead, above shoulders and horizontally. Employees will use hands to handle objects and tools, and operate service equipment. The employee must regularly lift and/or move up to 25 pounds and occasionally lift and/or move up to 40-pound objects. Vision abilities required by this job include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Employees may use vision to monitor food quality and quantity and may also order supplies, etc.

Work Conditions:  May require evening and weekend hours.  While performing the duties of this job, the employee generally works in an indoor front of restaurant and kitchen environment with exposure to heat from ovens, hot foods and steamers and cleaning chemicals, fumes, equipment, and metal objects. You will usually be based indoors, splitting your time between the front of the restaurant and the kitchen.  The noise level in the work environment is usually moderate but may be loud dependent on specific work site and/or equipment operation. The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 This job description should not be interpreted as all-inclusive; it is intended to identify major responsibilities and requirements of the job. The employee in this position may be requested to perform other job-related tasks and responsibilities than those stated above. 

Wolfgang Puck Group  is an Equal Opportunity Employer and does not discriminate against applicants due to race, ethnicity, gender, sexual orientation, veteran status, or on the basis of disability or any other federal, state or local protected class. If you’d like more information about your equal employment opportunity rights as an applicant under the law, please click here: EEOC Poster.