Private Events Sales Coordinator

Reports to:

General Manager (dotted line coordination with Maître'd and Chef)

Employment type:

Part-time — Hourly, non-exempt, plus commission

Schedule:

Standard business hours, with regular evening and weekend availability required for client site tours and to attend events in progress

Scope:

Maxwell Alley private events (recommended initial scope — see note at end of document)

POSITION SUMMARY

Maxwell Alley is seeking a Private Events Sales Coordinator to own the full sales cycle for our private dining and event space — from first inquiry through signed contract — and to actively grow our events business through outbound outreach. This person is the primary point of contact for prospective event hosts during the decision-making and booking process, with a hand off to our on-site events team (Maître'd and General Manager) once a contract is signed. He or she remains financially and administratively responsible for the event through final settlement.

KEY RESPONSIBILITIES

Lead Management & Sales

• Respond promptly to all incoming private event inquiries — website intake form, email, phone, and other sources — with an acknowledgement the same business day, and a full response/quote within 36 hours.
• Maintain a single, up-to-date pipeline of every lead from first contact through signed contract, using Tripleseat software.
• Provide prospective hosts with everything needed to make a decision: availability, pricing, menu options, room capacity, layout possibilities, and decor/rental options.
• Prepare and send proposals, customized menu packages, and floor plans; recommend add-ons (premium bar packages, florals, AV/entertainment, custom cakes, late-night extensions) to grow average event value.
• Follow up consistently on open leads through a defined cadence until they convert or are closed out.
• Secure deposits and signed BEOs/contracts, and book confirmed events in Resy.

Business Development / Outreach

• Proactively prospect and generate new (“cold”) event business through targeted outreach — cold calling/emailing, list-building (corporate offices, law firms, nonprofits, wedding and event planners), networking events, and referral relationships with planners and corporate concierges.
• Build and maintain a preferred-vendor list (florists, bands/DJs, photographers, rental companies) for client referrals.

Client Management

• Meet prospective clients on-site as part of their decision-making process, including evenings/weekends as needed.
• Work along side the restaurant’s Maître’d to address client questions on room layout, decor, and other event logistics throughout the planning process.
• Adjust the BEO as event details change, keeping all stakeholders current.

Cross-Functional Collaboration

• Participate in regular pre-event meetings with the on-site events team (GM, Maître'd, Chef, Bar Manager) to review upcoming events and confirm details.
• Hand off confirmed events cleanly to the on-site team, ensuring nothing is lost in translation.

Performance Monitoring & Optimization

• On an ongoing basis, monitor conversion rates, ease and success of event execution, and other relevant business metrics.
• Collaborate with the GM to adjust event parameters (pricing, packages, minimums, policies, etc.) as needed to keep offerings competitive and attractive to prospective hosts while remaining efficient for restaurant operations.

Financial & Administrative

• Collect deposits and progress/final payments per the contract schedule.
• Ensure signed contracts include cancellation/postponement terms, deposit schedule, and certificate-of-insurance requirements for any outside vendors.
• Close out each event financially: final invoicing, settling the bill, and return of deposit where applicable.

Post-Event

• Solicit post-event feedback from hosts.
• Flag repeat-booking opportunities (annual corporate holiday parties, recurring galas, etc.) and re-engage past clients on a proactive schedule.
• Track and report on conversion rate, booked revenue, and pipeline status on a regular (e.g., weekly) basis.

COMPENSATION

• Base hourly rate: $20–$24/hour.
• Commission basis: Share of Event Admin Fee collected. Warm leads (inbound via website, email, phone, or other unsolicited contact): 33% of Event Admin Fee collected. Cold leads (sourced through this person's own outreach/prospecting): 67% of Event Admin Fee collected
• Definition of “cold”: a lead with no prior inbound contact or marketing touch, directly attributable to this person's own prospecting (cold call/email, networking, referral relationships)

SKILLS & EXPERIENCE

• Prior experience in restaurant, catering, or event planning/sales strongly preferred. If none, other hospitality experience is required.
• Familiarity with Tripleseat or comparable event booking/CRM software.
• Strong math skills; comfortable calculating pricing, deposits, and payment schedules accurately.
• Proficient with Excel/spreadsheets.
• Strong written and verbal communication skills — proposals and client correspondence are a core part of the job.
• Fluent English language skills required.
• Highly organized, with the ability to manage multiple events at different stages of planning simultaneously.
• Sales-driven, client-facing personality with strong follow-through.

Pay: $20.00 - $24.00 per hour

Work Location: In person