Party Coordinator

Birthday Party Sales & Booking

Serve as primary point of contact for inquiries via phone, email, web leads, and in-person.

Convert inquiries into booked parties through professional sales conversations.

Clearly explain packages, pricing, policies, and experience flow.

Upsell party packages, add-ons, food, merchandise, and experiences.

Confirm party details, special requests, waivers, and payments.

Maintain accurate bookings and guest notes in the party management system.

Guest Communication & Pre-Event Planning

Conduct weekly confirmation and upsell calls with upcoming party guests.

Send confirmation emails and scripts outlining arrival times, expectations, and inclusions.

Proactively resolve guest questions or changes prior to event day.

Respond to party feedback and follow up as needed.

Day-of Party Execution

Create café party boards and review food & beverage needs.

Inspect party rooms and tables to ensure they are clean, set, and guest-ready.

Coordinate closely with Café team to ensure food is prepared and delivered on time.

Manage party flow and timelines throughout the day.

Check in with party parent/host during the event.

Manage party checkout, including add-ons, approved discounts, and final payment.

Inspect party rooms after completion and confirm reset for next day.

Actively walk the floor observing parties and addressing needs in real time.

Party Host Team Leadership

Train, coach, and support Party Hosts.

Ensure hosts follow party scripts and service standards.

Provide staffing notes and feedback to support scheduling.

Ensure adequate coverage for upcoming parties and peak periods.

Inventory, Coordination & Admin

Conduct weekly inventory of party supplies.

Place weekly orders for party supplies.

Review café product needs weekly with Café Manager and/or GM.

Keep party management and scheduling systems accurate and current.

Submit tip reports and ensure parties are properly closed.

Reporting & Business Ownership

Review party transactions to ensure all events are closed out.

Review party revenue and performance trends monthly.

Review booking loss and cancellation reports.

Identify opportunities to improve conversion, average check, and guest experience.

Collaborate with GM and leadership team on growth opportunities.

Birthday-Focused Community Awareness

Support local awareness and relationship-building efforts that drive birthday party inquiries and bookings (e.g., schools, youth organizations, sports leagues, community groups).

Future-State Expansion (Conditional)

Based on business needs and demonstrated performance, this role may expand to include coordination of additional group events (e.g., private park rentals, school groups, theme nights, or community buyouts).

Compensation & Schedule

Compensation range: $25–$30/hour or $55,000–$65,000 salaried, depending on experience, availability, and role scope.

This role is designed as a primary owner of the birthday party business. Full-time availability is strongly preferred; exceptional candidates with strong relevant experience and 25–30 hours/week availability may be considered.