Event Sales Coordinator

Description

Job Title: Event Sales Coordinator
Location: The Ritz-Carlton New York, NoMad – New York, NY
Reports To: Director of Event Sales / Event Sales Manager
Department: Sales & Events
Employment Type: Full-Time

Salary: $70,000 per year plus benefits

About José Andrés Group

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José Andrés Group (JAG), led by Chef José Andrés, is known for creating exceptional dining experiences through culinary innovation, outstanding hospitality, and a values-driven culture.

At The Ritz-Carlton New York, NoMad , José Andrés Group brings its distinctive culinary and hospitality approach to a luxury hotel environment, creating memorable experiences for private celebrations, corporate gatherings, social events, and special occasions.

Our Events team works closely with Culinary, Restaurant Operations, Banquets, and hotel partners to deliver highly personalized experiences with exceptional attention to detail.

Position Summary

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The Event Sales Coordinator plays an integral role in supporting the Event Sales team and ensuring a seamless experience for clients from initial inquiry through event execution and follow-up.

This position supports the administrative, sales, and planning functions of the department, including responding to inquiries, preparing proposals and contracts, maintaining event details and BEOs, coordinating site visits, tracking deposits and deadlines, and ensuring accurate communication between clients and internal teams.

The ideal candidate is highly organized, detail-oriented, polished, responsive, and genuinely passionate about hospitality and events . This is an excellent opportunity for someone looking to build a career in event sales within a luxury hotel and restaurant environment.

Key Responsibilities

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Event Sales Support

- Support the Director of Event Sales and Event Sales Managers with incoming event inquiries and sales opportunities.
- Respond to client inquiries promptly and professionally according to established JAG standards.
- Assist with qualifying leads and gathering information regarding event dates, guest counts, budgets, event type, and client priorities.
- Prepare proposals, menus, pricing information, presentations, and event materials.
- Assist with scheduling and coordinating site visits, tastings, and client meetings.
- Follow up on inquiries, proposals, contracts, and outstanding event details.
- Maintain awareness of available event spaces, capacities, menus, pricing, and minimums.
- Identify opportunities for additional food, beverage, and event enhancements and communicate them to the sales team.
- Support the sales team in moving qualified opportunities efficiently through the sales pipeline.

Client Communication & Luxury Hospitality

- Provide warm, polished, responsive, and personalized communication throughout the client experience.
- Serve as a knowledgeable resource for clients regarding event spaces, menus, beverages, timelines, and logistics.
- Gather event preferences, dietary restrictions, special occasions, VIP information, and other important details.
- Maintain professional communication by phone, email, and in person.
- Anticipate client needs and follow up proactively on outstanding information.
- Maintain discretion when supporting VIP, corporate, social, and high-profile clients.
- Escalate complex requests, negotiations, or concerns to the appropriate Event Sales Manager or Director.
- Represent José Andrés Group and the property with professionalism at all times.

Event Planning & Coordination

- Assist with coordinating menus, beverage selections, guest counts, floor plans, timelines, audiovisual needs, rentals, entertainment, and special requests.
- Prepare and update proposals, contracts, Banquet Event Orders (BEOs) , event summaries, and other event documentation.
- Ensure event details are complete, accurate, and updated according to established deadlines.
- Track deposits, payment schedules, signed contracts, guarantees, and outstanding client information.
- Communicate allergies, dietary restrictions, VIPs, and special requests accurately to internal teams.
- Assist with final event details and last-minute updates.
- Participate in BEO and event-detail meetings as required.
- Help ensure a seamless handoff from the sales and planning process to event execution.

Sales Administration & CRM Management

- Maintain accurate client, lead, and event information within TripleSeat and other designated CRM/event management systems .
- Enter and update contacts, event details, proposals, contracts, notes, and follow-up activities.
- Maintain organized records for contracts, BEOs, menus, deposits, payments, and client correspondence.
- Assist with weekly sales reports, event calendars, lead tracking, pipeline reporting, and forecasting support.
- Track outstanding contracts, deposits, guarantees, and event details.
- Maintain accurate and current event calendars.
- Support the Events team with additional administrative and sales-related projects as assigned.

Site Visits & Tastings

- Assist with preparing event spaces and materials for client site visits.
- Coordinate site-tour appointments and communicate relevant details to internal teams.
- Conduct site tours for prospective clients as assigned and appropriately trained.
- Assist with coordinating and executing client tastings.
- Ensure menus, collateral, floor plans, and other sales materials are current and presentation-ready.
- Follow up with clients and Sales Managers after tours and tastings to support the sales process.

Event Execution

- Attend and support events as needed to help ensure a successful client experience.
- Assist with client arrival and serve as an additional point of contact when assigned.
- Verify event spaces and details against BEO specifications before guest arrival.
- Communicate client requests or changes promptly to Event Sales and Operations leadership.
- Partner with the operational team to help resolve event-related questions or concerns.
- Support the Events team during high-volume periods and significant functions.
- Assist with post-event follow-up and gathering client feedback.

Hotel & Operational Partnership

- Work collaboratively with JAG Restaurant Operations, Culinary, Banquets, Beverage, and other departments.
- Build strong working relationships with The Ritz-Carlton hotel Sales, Catering, Banquets, Front Office, Concierge, and other property partners .
- Ensure accurate and timely communication between the Event Sales team and operational partners.
- Participate in BEO, operational, and event meetings as required.
- Communicate event changes promptly to all appropriate stakeholders.
- Help ensure that JAG and hotel teams have the information necessary to successfully execute each event.
- Maintain the level of professionalism and attention to detail expected within a luxury hotel environment.

Sales & Business Development Support

- Support outbound prospecting and business-development initiatives as assigned.
- Conduct research on prospective corporate clients, event planners, and potential partners.
- Assist with maintaining prospect and client databases.
- Support client outreach, follow-up campaigns, and repeat-business initiatives.
- Assist with networking events, showcases, tastings, and sales activations.
- Partner with the Sales team on collateral and presentations.
- Maintain awareness of the NYC events and hospitality market.
- Identify potential leads and communicate opportunities to the appropriate Sales Manager.

Teamwork & Professional Development

- Work collaboratively with Event Sales, Operations, Culinary, Marketing, Finance, and hotel partners.
- Participate in sales meetings, BEO meetings, training, tastings, and property experiences.
- Maintain a positive, professional, and solution-oriented approach.
- Demonstrate strong follow-through and personal accountability.
- Remain receptive to coaching and feedback.
- Take initiative to develop knowledge of event sales, contracts, food and beverage, and luxury hospitality.
- Support fellow team members during periods of high event and sales volume.

Requirements

What We're Looking For

- 1–2+ years of hospitality, events, catering, restaurant sales, hotel operations, guest relations, or related experience preferred.
- Previous luxury hotel, fine dining, private dining, catering, or upscale hospitality experience strongly preferred.
- Genuine interest in developing a career in event sales and hospitality.
- Excellent written and verbal communication skills.
- Polished, professional, and warm client-facing presence.
- Exceptional attention to detail and organizational skills.
- Strong sense of urgency and follow-through.
- Ability to manage multiple inquiries, events, deadlines, and priorities simultaneously.
- Comfortable interacting with corporate clients, event planners, VIPs, social clients, and hotel partners.
- Experience with TripleSeat or comparable CRM/event management software preferred.
- Familiarity with BEOs, event contracts, deposits, food & beverage minimums, service charges, and event billing is a plus.
- Proficiency with Microsoft Office and/or Google Workspace.
- Positive attitude, collaborative mindset, and eagerness to learn.
- Ability to remain composed and professional in a fast-paced luxury hospitality environment.
- Bachelor's degree in Hospitality, Business, Marketing, Communications, or related field preferred; equivalent professional experience will also be considered.
- Flexible availability to support occasional evenings, weekends, holidays, tastings, and special events based on business needs.

Success in This Role

Success as Event Sales Coordinator will be demonstrated through:

- Timely and professional response to client and internal communication.
- Accuracy of proposals, contracts, BEOs, and event documentation.
- Consistent and accurate maintenance of TripleSeat and sales records.
- Strong follow-through on leads, contracts, deposits, guarantees, and planning deadlines.
- Smooth coordination between Event Sales, Culinary, Operations, Banquets, and hotel partners.
- Positive client experiences throughout the sales and planning process.
- Effective support of the department's sales and revenue goals.
- Demonstrated growth in event sales knowledge, confidence, and responsibility.

In Return, We Offer You

- Competitive compensation
- Performance-based growth opportunities
- Comprehensive health & wellness benefits for eligible team members
- Retirement savings opportunities
- Paid time off
- Employee dining and partner discounts
- Sales and hospitality training and professional development
- Opportunities for advancement within Event Sales and José Andrés Group
- Experience working within a luxury hotel and high-profile NYC events environment
- The opportunity to learn from experienced Sales, Culinary, and Operations leaders

Equal Opportunity Employer

José Andrés Group is an Equal Opportunity Employer and participates in the federal E-Verify Program.