{"id":2899995,"url":"https://alion.io/job/bears-smokehouse-bbq-event-coordinator","title":"Event Coordinator","company":{"id":2187022,"name":"Bear's Smokehouse BBQ","domain":"bearsbbq.com","url":"https://alion.io/company/bearsbbq","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"ADP","truth_index":{"grade":"A","score":95,"open_postings":11,"ghost_share":0,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":146,"computed_at":"2026-11-09T06:03:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Windsor Locks, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":22,"max":25,"currency":"USD","period":"hour","gross":null,"usd_annual":50000},"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Google Docs","optional":false},{"name":"Microsoft Excel","optional":false}],"status":"closed","first_seen_at":"2026-05-14T21:05:00Z","employer_posted_date":"2026-05-14","last_verified_at":"2026-11-06T23:05:05Z","board_verified":false,"closed_at":"2026-11-06T23:05:05Z","days_open":176,"trust":{"level":"ghost","repost_count":0,"flags":["stale","company_stale"],"days_open":175},"description":"JOB SUMMARY\nThe Bear’s Smokehouse Events Department manages public and private events, including pickups, deliveries, in-house events, off-site catering, food trucks, and partnerships with off-site venues. The Event Coordinator is responsible for providing office support, such as answering phones, assisting customers with catering needs, developing quotes, finalizing orders, responding to inquiries, and performing clerical tasks like data entry and word processing. In addition, Event Coordinators are required to make deliveries and work events as needed.\n______________________________________________________________________________________________\nPRIMARY RESPONSIBILITIES\nAdministrative\nDevelop a comprehensive understanding of all administrative systems (Restaurant365, Connecteam, Toast, Caterzen) and their functions, including inventory management, vendor ordering, and invoice processing.\n\nAnswer phones, take messages, and provide information on Bear’s Smokehouse catering and event services. Respond to catering inquiries, create menus, and provide quotes tailored to customer needs. Maintain a log of all inquiries.\n\nManage and update tracking sheets, records, and documents related to the events department.\n\nDemonstrate in-depth menu knowledge to suggest items, upsell options, and offer customized menu solutions when needed.\n\nPrepare quotes and serve as the primary point of contact for customers from initial inquiry to event execution.\n\nProcess payments and track deposits made by check or credit card.\n\nAssist Bear’s locations in scheduling in-house events, wedding tastings, and other staff or company events.\n\nSupport the organization and preparation of Bear’s Holiday Catering orders.\n\nEnsure clear and consistent communication with store locations\n\nReview orders with stores in advance for peak days to ensure accuracy.\n\nFollow up with customers for feedback and provide exceptional service.\n\nProvide support for full-service events or deliveries as needed.\n\nAccurately input orders into POS, handle payments, and process credit card transactions as needed.\n\nEngage with guests in a friendly, professional manner, ensuring a positive experience, even in busy or crowded situations.\n\nCollaborate with team members to ensure order accuracy and customer satisfaction.\n\nAttend team meetings and training sessions.\n\nCommunicate effectively with department leadership in a timely manner.\n\nRun routine errands for the department, such as delivering supplies to Bear’s locations.\n\nPerform additional duties as required by the department.\n\nEvent Execution\nAct as the on-site lead for VIP and large-scale events, ensuring smooth operations and client satisfaction.\n\nMonitor staff performance during events, addressing any issues and ensuring adherence to company standards.\n\nSupport events as needed, including setup, service, and breakdown.\n\n______________________________________________________________________________________________\nOTHER RESPONSIBILITIES\nAdhere to and continuously update the event department’s operational calendar to ensure completion of all required tasks in accordance with company deadlines.\n\nFollow all documented workflows, processes, and procedures related to the position and/or department, ensuring they are maintained in the company's operations manual, and continuously update them as changes occur.\n\n______________________________________________________________________________________________\nWORK SCHEDULE\nThis role typically follows standard office hours, requiring up to 40 hours per week, depending on workload. Weekends are required. Flexibility is essential, as the position is determined by the needs of the business and is adjusted weekly to accommodate upcoming events requiring the position’s presence, including evenings and holidays. Additionally, the role requires participation in large company events outside regular office hours, contributing to \"all hands on deck\" efforts to ensure successful execution. This position requires full-time onsite presence at the office. Remote work options are not available for this role.\n______________________________________________________________________________________________\nSKILLS REQUIRED\nAdministrative\nHigh School Diploma or equivalent.\n\nCatering and/or food handling experience in a restaurant environment preferred.\n\nProven ability to engage with clients professionally and provide outstanding service.\n\nHighly detail-oriented with a focus on accuracy and precision in all tasks.\n\nAbility to follow specific instructions and established procedures with a high level of understanding.\n\nSkilled in operating standard office equipment, including phones, copiers, and fax machines.\n\nExperienced in managing front-desk duties, including answering calls, greeting clients, and providing support.\n\nIn-depth understanding of catering and event operations, with a focus on delivering exceptional client experiences.\n\nProficient in Microsoft Excel, Word, Google Docs, and capable of quickly learning new software and systems.\n\nStrong understanding of business mathematics and accounting principles, with the ability to make data-driven decisions and analyze financial information effectively.\n\nEvent Execution\nAbility to provide outstanding customer service and create a positive guest experience, even in high-pressure or fast-paced environments.\n\nStrong interpersonal and communication skills to interact professionally with guests, including VIPs, and address their needs effectively.\n\nCapability to work independently while leading and coordinating the event team to ensure smooth operations.\n\nProactive problem-solving skills to handle unexpected challenges during events.\n\nStrong organizational skills to manage multiple tasks, including food preparation, order accuracy, and on-site event setup.\n\nEfficient time management to ensure timely preparation, delivery, and execution of events.\n\nFamiliarity with menu items and the ability to explain and recommend dishes confidently to guests.\n\nUnderstanding of food safety and handling practices to maintain quality standards.\n\nCompetence in handling cash and processing credit card transactions accurately.\n\nExperience with inventory tracking, waste logs, and daily event reporting.\n\nProficiency in driving company vehicles, including food trucks, and adhering to safety standards.\n\nAbility to maintain composure and professionalism in high-visibility or high-pressure situations.\n\nKeen attention to detail to ensure order accuracy, cleanliness, and adherence to company\n\nStrong teamwork skills to collaborate effectively with event staff and managers.\n\nAbility to delegate tasks and support team members to achieve event goals.\n\n______________________________________________________________________________________________\nCERTIFICATIONS/TRAINING REQUIRED\nSuccessful completion of company training program, including mandatory sexual harassment training within 8 weeks of start date.\n\nServSafe certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.\n\nTIPS alcohol certification - must have or obtain within 8 weeks of start date and maintain certification throughout the course of employment.\n\n______________________________________________________________________________________________\nDRIVING REQUIRED\nValid driver’s license and reliable transportation to attend off-site meetings and drive company vehicles as needed.\n\nProof of personal insurance that meets company requirements.\n\nClear motor vehicle record (MVR) check.\n\nComply with company policies regarding safe driving practices and maintain a clean driving record throughout the duration of employment.\n\nAbility to safely operate company vehicles, including large vans, box trucks, food trucks, and combination truck/trailer units.\n\n______________________________________________________________________________________________\nPHYSICAL REQUIREMENTS\nProlonged periods of sitting at a desk and working on a computer.\n\nFrequent use of hands and fingers for typing, handling documents, and preparing event materials.\n\nStrong visual acuity for reading and analyzing data on computer screens, event layouts, or printed documents.\n\nAbility to stand, walk, and remain on your feet for extended periods (up to 8+ hours) during events.\n\nCapacity to perform repetitive tasks, such as serving food and beverages or clearing tables, throughout the shift.\n\nAbility to lift, carry, and transport items weighing up to 50 pounds, such as food, trays, tables, chairs, and other catering equipment.\n\nComfortable maneuvering and carrying heavy trays of food and beverages safely.\n\nFrequent bending, stooping, and reaching to set up and clear tables, arrange event spaces, and access supplies or equipment.\n\nStrong hand-eye coordination for carrying trays, and serving guests efficiently and safely.\n\nAbility to navigate crowded or confined spaces quickly and efficiently without disrupting guests or the event flow.\n\nComfortable working indoors or outdoors in various weather conditions, depending on the event location.\n\nAbility to adapt to fluctuating temperatures in kitchens, serving areas, or outdoor venues.\n\nAbility to maintain clear and professional communication while performing physical tasks, ensuring guest needs are met promptly.\n\nSharp hearing acuity to communicate and respond effectively in loud environments with significant background noise, typical of restaurant and event settings.\n\nWithstand exposure to possible food allergens including but not limited to; meats, fish, nuts, dairy, and oils.\n\nWithstand exposure to and work with cleaning chemicals.\n\nDisclaimer: The above statements are intended to describe the general nature and level of work being performed by the\nindividuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of individuals in this position. 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