Event Sales Coordinator/Office Admin

Description

Position: Event Sales & Administrative Coordinator – Mercado Little Spain

Company: José Andrés Group (JAG)
Location: Mercado Little Spain – Hudson Yards, New York, NY
Department: Events & Administration
Employment Type: Full-Time
Compensation: Competitive Pay + Benefits

About José Andrés Group & Mercado Little Spain

José Andrés Group (JAG), led by Chef José Andrés, is a hospitality company dedicated to creating extraordinary dining experiences through culinary innovation, exceptional hospitality, and our mission to Change the World Through the Power of Food!

Located in the heart of Hudson Yards, Mercado Little Spain is a vibrant culinary destination celebrating the rich flavors, traditions, and culture of Spain. Featuring distinctive restaurants, bars, market-style experiences, catering, and private events, Mercado Little Spain brings the energy and hospitality of Spain to New York City.

We are seeking a highly organized, detail-oriented, and proactive Event Sales & Administrative Coordinator to support our Events and Administrative teams.

Position Summary

The Event Sales & Administrative Coordinator plays a key role in ensuring the seamless execution of events while supporting the daily administrative and financial operations of Mercado Little Spain.

This dual-function position combines event coordination, client communication, banquet event order management, catering logistics, and post-event follow-up with essential office administration responsibilities, including invoice processing, vendor reconciliation, cash management, and supply tracking.

Working closely with the Events Manager, Operations Leadership, and administrative teams, this individual ensures that event details are accurately communicated, daily deadlines are met, financial records are maintained, and operational processes run efficiently.

The ideal candidate is a highly organized, resourceful, and detail-oriented professional who thrives in a fast-paced hospitality environment, enjoys managing multiple priorities, and takes pride in delivering exceptional internal and external customer service.

Key Responsibilities

Event Coordination & Operations Support

Daily Event Preparation & BEO Management

- Review the daily event schedule and upcoming reservations in TripleSeat .
- Print all day-of-event Banquet Event Orders (BEOs) and ensure they are organized and ready for the Operations and Management teams.
- Double-check event details, including guest counts, timing, menu selections, dietary restrictions, and special requests.
- Verify that all event documentation reflects the most current confirmed information.
- Communicate event updates, changes, or discrepancies to the Events Manager and appropriate Operations teams.
- Maintain organized event files and ensure documentation is easily accessible.
- Support daily event preparation to ensure smooth coordination between Events, Culinary, Beverage, and Restaurant Operations.

Event Menu Creation – Canva

- Create customized day-of-event menus in Canva for each scheduled event using approved templates.
- Ensure menus accurately reflect the client's confirmed food selections.
- Double-check spelling, menu descriptions, dietary notes, and event-specific details.
- Maintain consistency with Mercado Little Spain's branding and presentation standards.
- Print and organize menus ahead of each event.
- Coordinate with restaurant teams to ensure all event menus and related materials are prepared and ready by 1:00 PM on the day of the event .
- Maintain organized digital templates and printed materials.

Post-Event Closing & Client Follow-Up

- Review and close out completed events in TripleSeat the following morning .
- Retrieve and verify final event receipts, ensuring all charges, payments, and balances are accurate.
- Email clients their final receipts along with a personalized thank-you message through TripleSeat.
- Flag billing discrepancies, outstanding balances, or client concerns for the Events Manager.
- Ensure all event records are updated, properly documented, and accurately maintained.
- Support timely and professional client follow-up.
- Maintain organized records of completed events and related financial documentation.

Phone Coverage & Client Communication

- Answer incoming event-related phone calls when the Events Manager is unavailable or away from the desk.
- Maintain a professional, friendly, and welcoming tone when communicating with prospective and existing clients.
- Take detailed messages, including: Client name and contact information
- Event date
- Estimated guest count
- Reason for calling
- Time-sensitive requests or special considerations

- Forward inquiries and urgent messages to the appropriate team member.
- Assist with routine client questions within established guidelines.
- Maintain accurate records of client communications and follow-up needs.
- Support the Events Department in delivering responsive and professional customer service.

OpenTable Reservations & Small Group Inquiries

- Enter reservations for groups of fewer than 10 guests into OpenTable when appropriate.
- Confirm availability before entering reservations.
- Accurately input reservation details, including guest count, timing, contact information, and special requests.
- Communicate reservation details or special circumstances to the appropriate restaurant team.
- Direct larger group inquiries or event opportunities to the Events Manager.
- Maintain accurate reservation records and follow established booking procedures.

Catering Delivery Coordination – CaterWheels

- Schedule and coordinate catering deliveries through CaterWheels .
- Verify delivery information, including: Delivery address
- Client contact information
- Order details
- Requested arrival time
- Special delivery instructions

- Coordinate with restaurant and catering teams to ensure orders are prepared for scheduled deliveries.
- Communicate delivery updates, changes, or concerns to the Events Manager.
- Maintain accurate catering delivery records and documentation.
- Support timely and organized catering operations.

General Events Department Support

- Assist with the preparation of event materials, signage, menus, and other printed collateral.
- Support off-premise events, including PM Perks , as needed.
- Assist with event preparation, organization, and logistical coordination.
- Maintain event calendars, documentation, and departmental records.
- Support special projects and administrative assignments for the Events Department.
- Communicate effectively with Operations, Culinary, Beverage, and Events teams.
- Ensure event details and materials are accurately prepared and delivered according to established deadlines.

Office Administration & Financial Support

Invoice Processing & Approvals

- Enter vendor invoices into Craftable accurately and in a timely manner.
- Verify invoice accuracy, including pricing, quantities, vendor information, and supporting documentation.
- Submit invoices for review and approval according to established procedures.
- Maintain organized records of invoices, credits, and related documentation.
- Identify missing information or discrepancies and communicate them to the appropriate department.
- Support accurate and timely invoice processing.

Vendor Statement Reconciliation

- Review vendor statements and compare them against recorded invoices, payments, and credits.
- Identify missing invoices and outstanding balances.
- Confirm that payments and credits are reflected correctly.
- Communicate discrepancies to vendors or the appropriate internal team.
- Maintain organized reconciliation records.
- Assist with resolving outstanding vendor account issues.

Billing Discrepancies & Vendor Credits

- Identify billing discrepancies, including incorrect pricing, missing items, short shipments, and product returns.
- Request vendor credits for returns, incorrect items, short shipments, and pricing errors.
- Follow up on outstanding credit requests to ensure timely resolution.
- Process vendor credit memos and maintain supporting documentation.
- Maintain accurate records of outstanding and completed credits.
- Coordinate with Operations and Finance as needed to resolve discrepancies.

Cash Reconciliation & Replenishment

- Reconcile cash balances and deposits according to established procedures.
- Review cash records for accuracy and completeness.
- Identify and report cash discrepancies.
- Coordinate cash replenishment as needed.
- Maintain accurate documentation of cash-related transactions.
- Follow established cash-handling, reconciliation, and internal control procedures.
- Escalate unresolved discrepancies to the appropriate manager.

Office Supply Tracking & Administrative Organization

- Monitor office supply inventory and usage.
- Identify supplies that require replenishment.
- Communicate supply needs to the appropriate manager.
- Maintain an organized and adequately stocked office environment.
- Support general administrative organization and daily office operations.
- Assist with additional administrative projects as assigned.

Requirements

What We're Looking For

- 1–3 years of experience in event coordination, hospitality administration, office administration, or a related role preferred.
- Previous experience in restaurants, hotels, catering, or event venues strongly preferred.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple responsibilities, prioritize effectively, and meet daily deadlines.
- Strong written and verbal communication skills.
- Professional and welcoming telephone etiquette.
- Experience with TripleSeat or similar event management software preferred.
- Experience with Canva and creating professional menus or printed materials preferred.
- Familiarity with OpenTable or similar reservation platforms preferred.
- Experience with Craftable or similar invoice management software preferred.
- Familiarity with catering delivery platforms such as CaterWheels is a plus.
- Basic understanding of invoice processing, vendor reconciliation, and administrative financial procedures.
- Proficiency in Microsoft Office and/or Google Workspace.
- Ability to review documents and financial information for accuracy.
- Strong time-management and problem-solving abilities.
- Ability to work independently while maintaining effective communication with the team.
- Comfortable handling confidential client, vendor, and financial information.
- Positive, proactive, and collaborative attitude.
- Genuine interest in hospitality, events, and guest experiences.
- Ability to adapt to changing priorities in a fast-paced environment.
- Flexible availability based on business and event needs.

Key Performance Indicators

Success in this role will be demonstrated through:

Event Coordination

- Accurate and timely preparation of daily BEOs
- Event menus completed and ready by the established 1:00 PM deadline
- Accuracy of event menus, guest counts, and event documentation
- Timely post-event closing in TripleSeat
- Accurate final receipts and professional client follow-up
- Responsiveness to client inquiries and phone communications
- Accurate OpenTable reservation entries
- Timely and accurate catering delivery coordination
- Effective support of on-premise and off-premise events

Office Administration

- Invoice processing accuracy and timeliness
- Vendor statement reconciliation and resolution of discrepancies
- Timely follow-up on outstanding vendor credits
- Accurate cash reconciliation and documentation
- Organized financial and administrative records
- Appropriate tracking and replenishment of office supplies
- Effective communication and collaboration across departments

Working Conditions & Physical Requirements

- Ability to work in a fast-paced restaurant and office environment.
- Ability to sit, stand, and walk for extended periods as needed.
- Frequent use of computers, phones, printers, and other office equipment.
- Ability to lift and carry office supplies and event materials up to approximately 25 pounds.
- Ability to manage multiple deadlines and changing operational priorities.
- Occasional evening, weekend, or holiday availability may be required based on event schedules.
- Ability to assist with off-premise events when needed.

What You Can Expect From Us

- Competitive compensation
- Medical, dental, and vision benefits
- Retirement savings opportunities
- Paid time off
- Employee dining discounts
- Professional development and training opportunities
- Career advancement opportunities throughout José Andrés Group
- A collaborative, dynamic, and supportive hospitality environment
- The opportunity to work alongside experienced Events, Culinary, and Operations professionals
- The opportunity to contribute to memorable events and experiences at Mercado Little Spain

Equal Opportunity Employer

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