Private Events & Sales Coordinator

For serious consideration, please apply on FareStart's website here -> https://www.farestart.org/about/careers/

Private Events & Sales Coordinator

Department: Social Enterprise

Status: Non-Exempt, Full-Time

Pay Rate: $26.15-$28.28/hour

ABOUT THE ORGANIZATION

FareStart has been helping people transform their lives through food for 30 years — one person, one job and one community at a time.

People experiencing poverty struggle to escape the cycle they are in and often face other compounding barriers to getting and keeping a job. At FareStart, we help people overcome barriers by teaching work and life skills needed to succeed in employment and in life. By investing in people, providing meals and building community, we transform homelessness, hunger and poverty into human potential.

ABOUT THE POSITION

This position supports the Box Lunch and Private Event Programs through administration, event coordination, and strong client communication. This role ensures accurate documentation, billing, and logistics while helping deliver seamless service from inquiry to execution. Serving as a link between clients, the sales team, and operations, this position upholds high standards of organization, service, and professionalism.

ESSENTIAL DUTIES & RESPONSBILITIES:

Coordinate and generate catering event correspondence, banquet event orders (BEOs), thank-you letters, event parking requests, name cards, floorplans, handouts, brochures, and other materials.

Distribute BEOs, change logs, and other reports as needed.

Submit final billing documentation to Catering Sales Team and Finance Team, ensuring accuracy, completeness, and timeliness.

Intake initial catering inquiries via phone and email.

Monitor and answer restaurant phone calls and take ad-hoc box lunch orders.

Create task lists for front-of-house (FOH) staff for events, overseeing execution and assist as needed.

Greet and run through brief training/orientation for external event staff.

Print materials for FOH staff on event days.

Coordinate logistics for box lunch program.

Monitor BEOs in conjunction with management and alert culinary team of updates.

Point of contact for minor adjustments to box lunch orders and private events.

Deliver box lunches as needed.

Create pack lists for offsite catering orders that require specific disposables.

Create and print menus and buffet labels for private events.

Act as event lead for private events.

Act as a liaison between the sales team and clients as needed.

Maintain catering sales share resources as needed.

Attend trade shows and networking events as assigned.

Perform other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Associate’s degree and four (4) or more years of food and beverage experience, private dining and/or catering sales experience; and/or an equivalent combination of education and experience.

A valid Washington State Driver’s License with a five (5) year clean driving record.

A valid King County Food Handler’s Permit.

A valid WSLCB Servers Permit.

Demonstrated knowledge of catering software and diagramming (or design) software and Toast POS.

Proficient and experienced in Microsoft Office applications, particularly Word, Excel, PowerPoint, Outlook, and Teams. Ability to work with customized databases and technology and to conduct internet research.

Ability to handle confidential information with discretion.

Excellent organizational skills with the ability to balance and prioritize multiple tasks and requests and meet deadlines in a professional manner. Ability to be flexible and adaptable and change plans as needed.

Excellent written and verbal communication skills with the ability to adapt communication based on audience and purpose with inclusivity.

Ability to listen patiently and attentively, ability to express self clearly and effectively, and the ability to adapt communication based on audience and purpose with inclusivity.

Ability to work independently as well as within diverse teams and environments, while treating everyone with respect.

Ability to communicate effectively and comfortably with audiences of different backgrounds and experiences.

Ability to employ best practices associated with the position, while displaying an on-going commitment to learning and self-improvement.

WORK ENVIORNMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

This position is exposed to a typical office environment.

The noise level in the work environment is usually moderate to loud.

There may be a combination of remote work and onsite work dependent upon business needs.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

This position may frequently be required to lift and/or move up to twenty-five (25) pounds and occasionally be required to lift and/or move up to fifty (50) pounds.

This position is regularly required to stand for up to eight (8) hours or more.

This position is occasionally exposed to outdoor weather conditions.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

While performing the duties of this job, the employee is regularly required to stand. The employee is frequently required to walk; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee is occasionally required to stand; climb or balance; and stoop, kneel, or crouch.

BENEFIT HIGHLIGHTS

Competitive pay based on experience and qualifications

Paid time-off (5 weeks first year of employment)

Paid holidays, including up 2 floating holidays

401(k) savings plan with company match

Medical (including vision), Dental, Disability, and Life Insurance

Employee discounts at FareStart retail social enterprises

Employee Assistance Program

Free ORCA pass

For information on FareStart visit our website at: www.farestart.org/about