Private Events Coordinator

About the Role The Private Event Coordinator at Splash plays a key role in driving administrative efficiency and productivity within our private events business. This dynamic position supports the sales team across multiple functions, including event detailing, fully responsible for event boards, coordinating food and beverage selections and event logistics, organizing event signage, and ensuring on-site events are properly set up to deliver a consistently high-quality guest experience.

This is an in office full time role (Monday through Friday), with the ability to work evenings, weekends, and holiday shifts as required to support programming and event execution. Who You Are Detail oriented: You catch the smallest discrepancies and pride yourself on precision. Fast paced: You thrive in a high-energy environment, staying calm and composed under pressure.

Proactive: You take initiative to support Sales Managers in achieving and exceeding sales targets. Highly organized: Managing multiple tasks and projects simultaneously while managing a tidy office.

Adaptable: You’re a quick learner and willing to tackle new challenges. People focused: You excel at creating meaningful relationships with clients, vendors, and team members.

Essential Duties & Responsibilities Execute administrative tasks related to event planning, including creating and managing Banquet Event Orders (BEOs), finalizing food and beverage menus, floor plans, vendor communications, and post-event invoicing. Ensure all BEOs and event documentation are accurate, up to date, and clearly distributed to all depts. Manage last minute client requests and changes with efficiency, professionalism, and a solutions-oriented mindset. Support daily operations, including coordinating deliveries, returns, and on-site logistics.

Manage vendor relationships and oversee deliveries and logistics through Chase Center’s loading dock. Deliver exceptional customer service to clients, guests, vendors, and visitors at all times.

Maintain and organize event equipment and supplies, placing new orders as needed to support operations. Conduct market research and analysis twice annually to support departmental growth and positioning.

Act as a liaison with Golden State to ensure the Splash website is updated on a daily basis. Manage and coordinate SevenRooms reservations as needed.

Assist the sales team with TripleSeat Direct confirmations and booking support as needed. Follow up on incoming voicemails to gather event details.

Collaborate with internal teams, on site staff, and external vendors to deliver exceptional experiences.

Maintain consistent communication throughout the event lifecycle and remain composed under pressure, with a strong emphasis on hands-on pre-event setup to ensure all spaces are executed accurately according to BEOs and floor plans.

Maintain a clean, organized, and professional office environment by keeping workspaces tidy, properly storing supplies and materials, managing trash and recycling, and ensuring shared areas remain presentable at all times.

Experience & Skills Technology-savvy: Proficient in Microsoft Suite and experienced with TripleSeat, SevenRooms, Canva, and Restaurant365.

Event Management Expertise: 2+ years of experience in hospitality event management. Customer Service Excellence: Strong interpersonal and communication skills.

Time Management: Ability to meet deadlines and deliver high-quality work independently or collaboratively. Hours & Pay Onsite, In Office Role at Splash: 191 Warriors Way, Suite 102, San Francisco. Full-Time: 30-40 hours per week.

Flexibility: Must be available to work weekends, nights, and holidays as needed.

Compensation: Hourly non exempt, competitive industry pay.