Catering - Event Sales Coordinator

At SSA, we believe our work matters because the people do. For more than 50 years, we've helped create experiences that leave people feeling connected, inspired, and reminded that fun still matters. Whether you're looking for your first job, building your career, or bringing years of experience to a new role, you'll be part of a team that values your ideas, supports your growth, and encourages you to make an impact. More than 54% of our leaders are promoted from within, reflecting our commitment to investing in people and creating opportunities to succeed.

For more than 50 years, SSA has partnered with cultural attractions to design the hospitality experience journey, freeing our partners to remain mission-focused. We bring together admissions, culinary, and retail with innovation and human connection to shape a seamless guest journey. Our focus is on people, innovation, and operational intelligence as a means to create special moments with lasting impact. We call it 452 Hospitality, the foundation of how we serve our partners and their communities.

About the role

The Event Sales Coordinator will be responsible for all school group meals, birthday parties, and the detailing and coordination of events passed on by the Catering & Events Sales Team. The Coordinator will organize, finalize details, and adjust for any changes to the configuration of the event, communicating directly with the client. The Coordinator will plan, oversee, and execute all catering and event services for groups while meeting customer expectations and communicating effectively with the operations and culinary team.

The Event Sales Coordinator reports directly to the Catering Sales Manager and/or Director of Catering & Events.

Responsibilities

• Live out 452 Hospitality by delivering warm, welcoming, and memorable experiences for every guest and client.
• Handle all birthday inquiries.
• Upsell and detail the event with the client.
• Prepare contracts, BEO’s, diagrams, and other internal documents.
• Provide thorough and timely communication with clients.
• Constant and thorough communication and collaboration with Catering Operations, Culinary Team, and any other departments involved in the event to ensure events are executed with operational excellence.
• Uphold and demonstrate a complete understanding of company policies and procedures.
• Knowledge of space feasibility, maximizing space usage, and yield management.
• Remain knowledgeable of and manage in accordance with applicable local, state, and federal laws.
• Maintain a clean, safe, and organized work environment.
• Walk all event spaces before the event to ensure everything is in working order; report any repairs needed and follow up on needed repairs in a timely manner.
• Coordinate with the selling manager on the detail and execution of an event, from menu, to linens, to set up, staffing, equipment, and event execution, working directly with the customer in setting up and following through on all details of the event.
• Secure deposits and ensure all event payments are made in full prior to each event.
• Provide professional and positive communication to both guests and fellow employees.
• Provide administrative support as needed for the Catering Sales Team.
• Responsible for post-event follow-up, engagement, and continued client development.
• Promote an inclusive and supportive approach at the unit.
• Support the unit in being an example for company and client guidelines with regard to sustainability and conservation efforts.
• Support SSA/unit in driving community effort, engagement activities, and focus on opportunities for giving back.
• Perform other tasks as deemed necessary.

Requirements

• Strong interpersonal and communication skills, including the ability to articulate to clients, General Manager, and HQ personnel.
• Understanding of the importance of team building and development while fostering partnerships.
• Exceptional problem-solving and decision-making skills combined with the ability to be organized.
• Demonstrates financial management, merchandising, analytical, planning, and leadership skills.
• Ability to remain flexible in a fast-paced environment.
• Computer knowledge and skill level for basic office functions.
• Physical ability to stand for extended periods and to move and handle boxes (35 lbs) as necessary to operation, which entails lifting.
• Ability to work varied hours/days, including nights, weekends, and holidays, as needed.

Qualifications

• One to two years minimum catering sales and/or event planning experience in off-site catering, hotel, or cultural attraction catering venue preferred.
• BEO knowledge and execution a must.
• All education backgrounds eligible; must be 18 or older.

Benefits

• Eligible for overtime pay.
• On-Demand Pay Program: Get access to a portion of earned wages before payday.
• Meal Plan & Employee Discounts at applicable locations.
• Participation in a 401(k) program with a 15% company match (must be 21 years or older, eligible after one year of employment with 1,000 hours worked, available to enroll during Open Enrollment Periods).
• Tuition Discount through Partnership College.
• Up to 8 hours of Bereavement Leave.
• Holiday pay of 1.5× the regular rate is provided for hours worked on Christmas Day and Thanksgiving Day.
• Paid sick leave is provided in accordance with applicable state and local laws. Accrual rates, caps, and usage rules vary by location:
  • Arizona, California, Chicago, Pittsburgh, Connecticut, Illinois, Massachusetts, Michigan, Minnesota, Missouri, New Mexico, New York, Rhode Island, Washington, D.C.
  • Colorado: Employees accrue 1 hour of paid sick leave for every 30 hours worked, up to 48 hours per year, under the Healthy Families and Workplaces Act (HFWA).
  • Maryland: Employees accrue at least 1 hour of paid sick and safe leave for every 30 hours worked, up to 40 hours per year, as required under the Maryland Healthy Working Families Act.
  • Washington: Employees accrue 1 hour of paid sick leave for every 40 hours worked, in accordance with the Seattle Paid Sick and Safe Time.