Complex Event Planning Manager

Job Details

Level: Experienced

Job Location:

Walker Greenwich Village - New York, NY 10011

Position Type:
Full Time

Salary Range: $67,000.00 - $67,000.00 Base+Commission/year

Travel Percentage:
Up to 25%

Job Category:
Sales

Client Relationship Management

• Serve as the primary point of contact for clients from the time a meeting or event space contract is signed through final billing, once the space and F&B minimum have been sold by the Sales team
• Build rapport with clients to understand their vision, priorities, and any special requirements for their event
• Maintain clear, timely communication with clients throughout the planning process to ensure a seamless, high quality experience

• Create and distribute all Banquet Event Orders for contracted meetings and events
• Attend all BEO meetings, presenting event details clearly to Culinary, Banquets, Engineering, and other operational stakeholders
• Keep BEOs current as event details evolve, ensuring the final version reflects every confirmed detail before the event date

• Serve as the go to contact for the F&B department on all client facing questions regarding menus, room sets, and event date and timing
• Extract detailed event requirements from the client, including menu selections, room layout, audiovisual needs, and timeline
• Coordinate with Culinary and Banquets on menu customization, dietary accommodations, and service style
• Confirm event set up requirements and communicate any changes promptly to the operations team

• Identify opportunities to upsell clients on enhancements beyond their contracted F& B minimum, including premium menu items, bar packages, décor, and audiovisual upgrades
• Present upgrade options in a way that fits the client's event vision and budget
• Track and report upsell revenue generated per event

• Attend events as needed to be available on site for client questions leading up to the start of the event
• Confirm room sets, F&B delivery, and timeline execution align with the finalized BEO
• Serve as the point of escalation for any last minute changes or issues on the day of the event

• Manage all billing and invoicing for contracted events, including posting of F&B, service, and ancillary charges
• Reconcile final event charges against the contract and BEO to ensure accuracy
• Prepare and issue final invoices to clients in a timely manner following the event

• Act as the coordinating link between the Sales team and the F&B department for every contracted event
• Communicate consistently with Sales Managers on event status and any changes to scope
• Partner with Front Office, Engineering, and Security as needed to support event logistics

• 2+ years of experience in event management, catering sales, or event coordination, ideally within a hotel or hospitality setting
• Proven experience creating and managing Banquet Event Orders
• Strong understanding of food and beverage operations, menu planning, and event set up requirements
• Excellent client facing communication skills, with the ability to build trust and guide clients toward upsell opportunities
• Strong organizational skills with the ability to manage multiple events and shifting priorities at once
• Comfort with billing, invoicing, and charge posting processes
• Knowledge of Event Temple and Toast PMS is a plus
• Flexibility to work evenings, weekends, and holidays based based on the event calendar
• Ability to work independently while collaborating closely with Sales, Culinary, and Banquet leadership