JUNIOR ACCOUNT COORDINATOR Who we are: Kalon Event + Food Design. We create imaginative events that feel like personalized culinary journeys - and we always have fun in the process. Whether we’re catering your wedding, corporate event or social soiree, our philosophy remains the same. We create togetherness through fine food, design and personalized hospitality.

Summary: We are seeking a proactive and detail-oriented Junior Administrator to support account management and all administrative tasks throughout the event life cycle. Key responsibilities include data entry, clerical functions, and managing event and client documentation to ensure details, logistics, and updates are accurately maintained and communicated to internal and external parties in a professional manner.

Serving as a liaison between internal departments, the Junior Administrator must thrive in fast-paced environment with an ability to work independently and efficiently to successfully meet deadlines to ensure accurate information is seamlessly communicated with professionalism and exceptional attention to detail.

CategoryResponsibilitiesExpectations

• Support all aspect of the event life cycle for KALON Event + Food Design (KALON) 
• Enter event details in TripleSeat (TS) including menu posts, décor/prop lists), invoices, payment tracking
• Responsible for obtaining COI’s, liquor permits
• Generate labels and menu signs
• Assist event planner with rentals and prop lists
• Maintain thorough knowledge of KALON menus and event types to ask the “right” questions and provide the correct answers during client and internal team interaction 
• Maintain and update KALON calendar for walk throughs, meetings, and events 
• Collaborate with chefs, warehouse managers, cooks, offsite staff, packers and drivers
• Ensure and Maintain event standards
• Adhere to company policies regarding client response times 
• Manage reporting processes for sales organization in tandem with finance department; collaborate with sales team to provide context to management in weekly, monthly, quarterly, and annual reporting
• Provide support to sales team as required, including performing administrative duties, maintaining contact databases, and processing and tracking of expense reimbursement
• Ensure that all catering paperwork for operation team is “tied-down” (finalized) 72-hours in advance. 
• Put together and send staff information kits for events to offsite team
• Participate in event and team meetings
• Assist with additional projects and duties as required

Industry Knowledge/Presence

• Understand KALON brand and effectively communicate key differentiators to prospective and existing clients
• Maintain thorough knowledge of competitive offerings (space, technology, pricing, etc.)

Efficiency and Optimization

• Maintain and update all event-related information in event booking system (familiarity with TripleSeat and other event software systems a plus)
• Work with management to ensure profitability through yield and client selection

Requirements

• The candidate must be self-motivated, collaborative and encompasses a genuine interest and understanding of the hospitality industry, thrives in fast-paced environments and demonstrates exceptional problem-solving, time management and interpersonal skills with meticulous attention to detail. This role also requires:
• Flexibility and adaptability different groups in different environments 
• An eagerness to learn and grow within the role.
• The ability to think on their feet and problem solve productively
• Comfortable & calm under pressure, with leadership qualities
• Strong interpersonal skills with natural ability to communicate professionally, efficiently and directly 
• Understanding of brand ethos, values, and expectations accurately representing kalon in all interactions 
• CREATIVE thinker with interest & understanding of relevant culinary, lifestyle, design trends that resonate with target audience & client demographic to build brand awareness, elevate digital footprint and reach.

Qualifications

• Minimum 3 years of administrative experience, preferably in the events and/or hospitality in the New York City market
• Strong interpersonal skills; must be able to work effectively in a team setting
• Self-motivated with outstanding customer service skills and ability to think “outside the box”, with proactive attitude towards providing client solutions
• Solutions-oriented with a positive, “can-do” attitude
• Exceptional organizational abilities, with strong attention to detail and excellent follow-up skills
• Ability to manage high volume of emails and phone calls, providing articulate, quick, and accurate information to clients and internal stakeholders
• Experienced with Google Docs, Outlook, Word, Excel and PowerPoint, and skills required; experience working with databases and CRM software preferred

Next Steps

Interested? Let’s connect! Serious inquiries only.

• To be considered, please email the required items below to ------------ 
• This position will require reporting & working out of our LIC office 5 days per week.

Required Materials:

• Applicants must submit the following:
• Updated and current resume
• Cover letter highlighting relevant experience, available start date, and why you would be a great fit for Kalon Event + Food Design
• Professional headshot and/or LinkedIn profile
• Confirmation of Available start date + NYC/Metro Area Residency 

We look forward to reviewing your application and discussing how you can contribute to the success of our team!

Please note: In-person interviews will be required for select, qualified candidates in upcoming weeks.

The above information is general in nature and the level of work expected; it is not intended to be an inclusive list of all duties, responsibilities and qualifications required of the employee assigned to this role.