Event Sales & Catering Coordinator

Job Description

Job Description

Position Summary

The Event Sales & Catering Coordinator is responsible for private event sales, catering sales, planning, coordination, and day-of event execution for on-site and off-site events, including assigned nonprofit, community, and specialty promotional events. This position owns the client relationship from initial inquiry through event completion and serves as the primary point of contact for clients throughout the sales and planning process.

This is a lead, high-accountability role requiring strong hospitality, clear communication, honest expectation-setting, and the ability to remain calm and solutions-focused in fast-moving or high-pressure event environments. The role is responsible for building proposals, managing planning details, coordinating with kitchen, bar, vendors, and support teams, and helping ensure each event is executed according to plan and company standards.

Schedule and Hours Expectations

This is a full-time salaried exempt position with a minimum expectation of 40 hours per week. Because this role supports private events, catering sales, client meetings, planning, and event execution, the schedule will regularly include evenings, weekends, and event-day coverage.

Workload Expectations

This role is expected to maintain a full-time workload, and there will be workweeks that exceed 40 hours based on business volume, event schedules, client needs, and operational demands.

Core Responsibilities

• Event Sales and Client Management
• Manage private event and catering inquiries from first contact through booking
• Lead tours, discovery calls, tastings, and client meetings
• Build proposals, quotes, and event pricing
• Prepare contracts and support deposit follow-up
• Maintain active communication with clients throughout the planning process
• Serve as the primary communication point for clients, coordinating internally with the appropriate divisions and communicating clear answers back to the client
• Help close business and maintain a healthy sales pipeline
• Support business development through client follow-up, outreach to past clients and referral sources, and sales activity tied to private events, catering, nonprofit events, and specialty opportunities

Planning and Coordination

• Build and maintain event details, timelines, guest counts, layouts, food notes, rental notes, and bar notes
• Prepare master event sheets, run sheets, and execution documents
• Coordinate directly with kitchen, bar, rentals, vendors, and internal support teams
• Ensure sold promises, special requests, and key execution details are documented clearly and accurately
• Keep calendars, files, planning notes, and status updates organized and current

Catering Sales and Off-Site Coordination

• Manage catering sales in addition to on-site private event sales
• Build catering proposals and oversee catering client communication
• Coordinate food counts, timing, delivery details, setup needs, and service expectations with kitchen leadership
• Help ensure off-site catering events are planned in a way that can be executed cleanly and professionally

Day-of Event Execution

• Serve as the default client-facing lead on event day unless reassigned
• Remain accountable for event execution even when tasks are delegated or support staff are used
• Manage timeline flow, key transitions, and problem resolution during service
• Help ensure setup, final readiness, and service execution align with the approved plan and client expectations
• Nonprofit, Community, and Promotional Event Support
• Oversee assigned nonprofit, community, and specialty promotional events
• Represent the company at approved off-site promotional events such as bridal fairs and similar showcases
• Coordinate logistics, materials, presentation, and follow-up tied to those appearances
• Help turn promotional exposure into future leads and bookings

Administrative and Reporting Expectations

• Maintain organized booking records, client files, deposits, calendars, and planning documentation
• Issue clear event-ready information to kitchen, bar, and support teams before event day
• Track booking activity, lost business reasons, follow-up needs, and general sales activity
• Support leadership with organized reporting and event updates as needed

Qualifications

• Experience in event sales, event coordination, catering sales, hospitality sales, or a related field preferred
• Strong communication and client service skills
• Strong organization and follow-through
• Ability to manage multiple projects, timelines, and priorities at once
• Ability to stay calm and professional in fast-moving event environments
• Comfortable working evenings, weekends, and event-driven schedules
• Experience working with event planning documents, proposals, and client communication preferred

Performance Expectations

• Maintain a professional, organized, and responsive presence with clients, vendors, and internal teams
• Protect the client experience from first contact through final execution
• Keep planning details accurate, complete, and execution-ready
• Communicate clearly with ownership, kitchen, bar, vendors, and support teams
• Stay flexible and dependable during high-volume periods and major event weeks
• Represent the company well during tours, meetings, tastings, shows, and live events
• Remain calm, professional, and solutions-focused when handling difficult clients, live-event issues, or fast-moving changes
• Set expectations honestly, protect company standards, and avoid overpromising services, timing, or inclusions that have not been approved

Physical and Practical Requirements

• Ability to move throughout event spaces and off-site locations for extended periods
• Ability to lift and carry event materials, signage, or small event-related items as needed
• Must have reliable transportation for off-site meetings, events, and promotional appearances if required
• Ability to work in both office/planning settings and live event environments

Compensation

Compensation includes a salary range of $45,000 to $55,000 annually based on experience and fit, plus full employer-paid health benefits for eligible employees and generous bonus or incentive compensation tied to event and catering sales performance, in accordance with company policy.

Equal Opportunity Employer

HighWire Tucson is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

Highwire Tucson is a premier downtown destination offering innovative cocktails, craft beers, and exciting events. Known for our sustainable practices and vibrant atmosphere, we provide a dynamic venue for both locals and visitors to enjoy great drinks, food, and entertainment.

Company Description

Highwire Tucson is a premier downtown destination offering innovative cocktails, craft beers, and exciting events. Known for our sustainable practices and vibrant atmosphere, we provide a dynamic venue for both locals and visitors to enjoy great drinks, food, and entertainment.