Event Coordinator

Company Description

Sky + Table Event Group (LA Chefs Catering and Events) is a leading event catering company in Southern Alberta, delivering thousands of successful events each year. We are committed to creativity, exceptional service, and unforgettable food and décor, ensuring every event exceeds expectations. Dedicated to a client-first approach, we listen to your goals and dreams, crafting personalized and memorable experiences. With decades of experience and a passion for hosting, we pride ourselves on continuously improving and setting the standard for excellence in the event industry.

Job Summary:

· The Planner Coordinator is a full-time position supporting both the Sales and Front of House Departments

· The primary purpose of this role is to coordinate and administer events at the Coast Hotel, Lethbridge Venue, and Countryside Barn while providing administrative support to event and venue operations.

· The role is responsible for planning and coordinating weddings and events at the Coast Hotel Lethbridge and Countryside Barn with attendance over 80 guests.

· The Planner Coordinator provides administrative support related to event planning, venue coordination, and operational requirements to ensure the successful execution of events.

Competencies of the Planner Coordinator:

· Able to build a good rapport with existing and potential clients

· Provide excellent customer service by returning phone calls and emails in a timely, efficient manner

· Strong daily organizational and time management skills

· Efficient communication skills with both clients and co-workers

· Ability to switch back and forth between many tasks at a time – such as telephone calls, client meetings, emails, preparing quotes, discussions with other staff, etc.

· Strong ability to work as part of an overall team – giving help and assistance when required, as well as knowing when to ask for help and assistance.

· Flex Schedule – Regular office hours are 8:30 a.m. to 4:00 p.m.; however, this schedule may be adjusted to accommodate client meetings, events, and operational requirements outside of regular business hours. The expectation is that you will be available for occasional evening and weekend meetings while effectively managing your workload and responsibilities. Please notify the Director of Sales when schedule adjustments are required due to client meetings or event-related commitments.

· Upsell when the opportunity presents itself.

· Understands and respects confidentiality within the company

Duties and Responsibilities – Event Planning and Coordination

Daily

· Handle incoming phone or email inquiries for quotes on on-site catering at the Coast Hotel 80 and under and all Countryside Barn & indigenous groups excluding Blackfoot Symposiums

· Coordinate Audio-Visual requirements with approved vendors

· Handle straightforward event inquiries and ancillary bookings that proceed directly to event planning and execution.

· Plan event details at Coast Hotel Lethbridge and Countryside Barn

· Liaise with kitchen and banquet staff regarding event requirements, menu planning, pricing inquiries and operational details

· Consult with the Director of Sales regarding pricing, event requirements, or client requests that require additional direction or approval

· Ongoing coordination/ planning, menu planning etc. for Coast Hotel and Countryside Barn Events

Weekly

· Submit all Banquet Event Orders (BEO) to the Sales Director every Friday

· Collect all AV BEO’s and email to Sonic Multimedia

· Create floor maps for the Coast Hotel, Lethbridge and Countryside Barn

· Meet with the Sales Director for discussion regarding workload challenges, and any other pertinent issues

· Participate in weekly BEO meetings with the Sales team, Kitchen and Banquet Manager

Monthly

· Meet with Sales Director to review monthly – one on ones.

· Participating in monthly Team Sales Meetings

Ongoing Responsibilities

· Attend events as required to support client relationships, networking opportunities, and portfolio development

· Participate in Tradeshows and Tastings (part of flex time or in lieu if necessary)

· Provide feedback to the Sales Director regarding suggestions for team improvement, menu ideas, client concerns, etc.

Duties and Responsibilities – Event and Venue Support

· Coordinate and arrange cleaning services for the Coast Hotel Lethbridge and Countryside Barn venues.

· Coordinate and arrange security services for the Coast Hotel Lethbridge and Countryside Barn venues.

· Monitor cleaning and security schedules to ensure event requirements are met.

· Communicate with vendors and venue teams regarding cleaning and security needs.

· Maintain records and administrative documentation related to cleaning and security services.

· Provide general administrative support to the Sales team as required.

GENERAL INFORMATION:

This is a fast-paced event planning and coordination role which can require balancing multiple priorities, deadlines, and client requests simultaneously. To be successful, you must have the ability to prioritize tasks, and to recognize the relationship between time invested and results achieved.

As the overall business model of LA Chefs continues to grow and expand, all sales roles may evolve and be modified over time.

Misc.

· While this job description outlines the primary responsibilities of the role, flexibility is required. From time to time, additional duties may be assigned based on operational requirements, including assisting other areas of the business, supporting team members during peak periods, handling inquiries outside of your primary portfolio, or providing additional support during busy seasons.

Job Types: Full-time, Permanent

Pay: $50,000.00-$60,000.00 per year

Benefits:

• Dental care
• Extended health care
• On-site parking
• Paid time off

Experience:

• Event planning: 2 years (preferred)

Work Location: In person