Event Coordinator
About the role
At Porter, we blend our expertise in interior design and hospitality to create spaces and experiences that add joy and purpose to everyday life. We offer design and procurement services to businesses, and also design and operate a growing list of our own hospitality businesses. At the heart of our business is our flagship location in downtown Seattle, The Shop: an all-day café where we host events, offer space for meetings and private gatherings, and sell a curated selection of sundries, gifts and home goods. The Shop is where we connect with our community and actively refine what it looks like to take care of our guests, from the design of inspiring, inclusive spaces to the experiences we create within them. We take great pride in our work, not only because of the output, but because of the way we do it: with radical hospitality. At its core, radical hospitality means approaching our work through the lens of how we make people feel, including our guests, our team, and ourselves. It's what we want to be remembered for, and operates as a guidepost for everything we do.
Shift: Monday - Friday Position Summary Porter runs food, beverage, and events inside commercial office buildings, and every event we sell has to be executed cleanly for tenants, landlords, and outside clients. The Event Coordinator is the person who turns a booked event into a plan the building, kitchen, and floor team can run without guesswork. You own the details between "contract signed" and "event wrapped": BEOs, timelines, vendor coordination, on-site setup, and the follow-up that gets the client to book again. This is a hands-on operations role. You will be on the floor for events, and you will spend the rest of your time in TripleSeat making sure nothing falls through.
Responsibilities
- Build and maintain the BEO for every booked event: menu, service style, timeline, room set, AV, rentals, staffing, and billing details
- Run the weekly BEO review with Operations and Culinary; flag conflicts, gaps, and changes early
- Confirm details with clients (headcount, dietary needs, timing, access) and hold them to deadlines for final counts and changes
- Coordinate rentals, florals, AV, and outside vendors; manage COIs and building access requirements
- Keep TripleSeat current: event status, documents, change logs, and final invoicing details
- Day-of: Lead setup, walk the space before doors, and be the point of contact for the client and the building on site
- Direct floor staff and vendors against the timeline; solve problems before the client sees them
- Manage load-out and close the event with a same-day recap
- Post-event: Reconcile actuals vs. BEO and hand off clean billing to Sales
- Capture client feedback and pass repeat-booking signals to Sales/BD
- Log lessons learned so the next event at that property runs better
- Systems: Maintain property-specific event playbooks (room capacities, sets, building rules, vendor contacts)
- Support tenant engagement activations when the calendar is light on booked events
Requirements
- 2+ years coordinating catered events, restaurant private dining, hotel banquets, or venue operations
- You have built BEOs and run events off of them — this is required, not preferred
- Comfortable in TripleSeat or a comparable event management platform
- Calm and decisive on event day; clear and proactive with clients before it
- Able to lift and move event equipment (up to 50 lbs) and stand for long stretches
- Washington MAST permit and Food Handler card (or ability to obtain before start)
- Availability for early mornings, evenings, and occasional weekends based on the event calendar