Event Sales Coordinator

Event Sales & Production Coordinator Company:

CP Fine Catering & GT4

Events Location:

South Bay / Silicon Valley Reports to: Director of Sales Role Purpose CP Fine Catering and GT4 Events is an upscale, multi-brand catering powerhouse serving the heart of Silicon Valley. We are seeking a high-energy Event Sales Coordinator to serve as the "engine" of our sales department. In this role, you will bridge the gap between initial sales and final execution. You will support our Sales Managers by handling administrative heavy lifting, creative event design, logistical planning, and on-site production oversight for 6 distinct brands. Your goal is to ensure a seamless transition from a signed contract to a perfectly executed, visually stunning event. Key Responsibilities1.

Sales Support & Lead Pipeline Contract Administration:

Manage the "Signature-to-Deposit" pipeline, ensuring contracts are signed and retainers are collected promptly.

CRM Management:

Maintain real-time accuracy in Tripleseat , uploading all relevant photos, rental orders, agendas, and floorplans. 2.

Creative Design & Event Production Visual Presentations:

Create professional mood boards and design decks to help clients visualize the aesthetic of their events.

Menu Design:

Utilize Canva to design and customize high-end event menus, proposals, and marketing collateral that reflect our upscale brand identity.

Detail Management:

Once a file is confirmed, take ownership of daily event details, including menu revisions, guest counts, and "version control" updates.

Site & Design:

Conduct site visits to evaluate water, power, kitchen access, and parking. Create event layouts, diagrams, and timelines.

Vendor & Rental Coordination:

Research, source, and place all specialty rental orders. Manage outside vendors and ensure all permits (including liquor licenses) are secured.

Mockups & Tastings:

Set up and attend client tastings and design mockups to ensure the "look and feel" matches the client's vision. 3.

Execution & Communication Internal Liaison:

Finalize and distribute BEOs. Maintain open communication with the Kitchen, Warehouse, and Staffing Coordinator to ensure the right team is assigned and informed. The "10-Day Review": Conduct a deep-dive review of all line items 10 days prior to an event to ensure 100% accuracy before production distribution.

On-Site Supervision:

Attend and oversee events as needed, serving as the primary liaison between the client, vendors, and the on-site team.

Post-Event:

Send "Thank You" notes, gather feedback, and handle any service concerns with confidence and a solution-oriented mindset.

Qualifications & Skills Experience:

1-3 years of experience in event production (catering experience required, wedding coordination a huge plus!)

Technical Savvy:

Proficiency in Microsoft Office and fluency in Canva for design projects. Tripleseat knowledge is a significant plus.

Creative Flair:

Ability to translate client visions into cohesive design concepts and professional digital presentations.

Hospitality Mindset:

Deep knowledge of catering practices, food and beverage procedures, and diverse cultural event traditions.

Operational Stamina:

Ability to organize multiple priorities under pressure and the flexibility to work nights and weekends as required by the event schedule.

Communication:

Exceptional oral and written skills; ability to maintain professional composure in fast-paced environments.

Compensation & Benefits Job Type:

Full-time Pay:

Base + Bonus On Target Earnings $70,000-$75,000

Benefits:

401(k) with matching, and Paid Time Off (PTO).

Schedule:

Monday-Friday with weekends/evenings as needed for events.

Job Type:

Full-time Pay:

$68,000.00 - $72,000.00 per year

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person