Event Coordinator

About Us:

Turnwater Bar and Grill is a brand-new venue located in Fort Madison, IA. Our event space accommodates up to 150 guests, making it an ideal setting for weddings, corporate meetings, reunions, graduations, retirement parties, holiday parties, and more. Additionally, our restaurant and bar offer a lively atmosphere with weekly live music and special events.

Job Summary:

We are seeking a highly organized and detail-oriented Event Manager to manage both private and public events at Turnwater Bar and Grill. This role includes overseeing bookings in our event space, coordinating entertainment for the restaurant, and handling a wide range of administrative tasks. The Event Coordinator will use the TOAST system to track bookings, manage inquiries, prepare quotes, and handle budgets, expenses, and invoicing. The ideal candidate will have strong administrative and financial management skills, along with a passion for event planning.

Key Responsibilities:

Private Event Management:

Serve as the primary contact for all private event inquiries, responding promptly via phone, email, and online platforms. Use the TOAST system to manage and track event bookings, maintain the event calendar, and create event orders (BEOs). Collaborate with clients to design event timelines, menus, and bar packages for weddings, corporate meetings, reunions, and more. Prepare detailed quotes, manage event expenses, and generate invoices. Oversee event logistics, including setup, timelines, staffing, and post-event follow-up. Ensure smooth execution of each event while maintaining a high level of client satisfaction.

Restaurant Event and Entertainment Coordination:

Plan and book special events for the restaurant, including themed nights, holiday parties, and other promotional events. Manage and book weekly live music and entertainment, ensuring bookings remain within the allocated monthly entertainment budget. Collaborate with restaurant management to align entertainment and events with the venue's branding and goals. Track the success of public events and entertainment, making adjustments as needed to optimize future bookings.

Administrative Duties:

Expense Tracking and Budget Management:

Track event-related expenses and manage budgets for both private events and restaurant entertainment. Ensure that all events remain within budget while maintaining quality and client expectations. Maintain accurate financial records within the TOAST system for all events, including quotes, invoices, and payments.

Invoicing and Payment Processing:

Generate invoices for private events, ensuring that payments are tracked and processed in a timely manner. Maintain accurate records of contracts, deposits, and final payments.

Event Tracking and Documentation:

Maintain up-to-date records of all event inquiries, bookings, and contracts using the TOAST system. Document all event details, from quotes to post-event reports, ensuring seamless communication with clients and staff. Monitor event schedules and ensure no scheduling conflicts arise. Build and maintain positive relationships with clients, vendors, and entertainers to encourage repeat business.

Requirements:

Prior experience in administration, event planning, restaurant management, or hospitality. Proficiency in TOAST or similar event management and point-of-sale systems. Strong administrative and organizational skills, with the ability to multitask and handle multiple events simultaneously. Experience managing budgets, tracking expenses, and handling invoices and payments. Excellent communication and client relationship-building skills. Ability to work flexible hours, including evenings and weekends, as required by event schedules.

Compensation:

Competitive salary based on experience, with opportunities for performance-based bonuses.

Job Types:

Full-time, Part-time Pay:

From $20.00 per hour Ability to

Relocate:

Fort Madison, IA 52627: Relocate before starting work (Required)

Work Location:

In person