This role is onsite at our Evan Williams Bourbon Experience Visitor's Center in Louisville, Kentucky

What the Role Is

The Event Coordinator will be responsible for developing, organizing, and executing all aspects of special events including generating excitement, brand awareness, and increasing sales by hosting special events. This individual must be energized by big ideas, in order to create unique and memorable events where guests are able to connect with our brands. Additionally, the Event Coordinator will be responsible for directly supervising and coordinating the work activities of Evan Williams Bourbon Experience employees during event preparation and implementation. When required, this individual will also assume the duties and responsibilities of the Bourbon Host including, but not limited to, escorting individuals or groups on sightseeing tours or through places of interest, hosting our guided walking tours and tastings while providing information about our company, products, heritage and industry.

How You Will Spend Your Time? (Responsibilities)

  • Oversee the operations of all special event bars, including but not limited to:
    • Communicating supply orders and reporting inventory to Customer Success Manager
    • Properly staffing for event needs
    • Enforcing Food and Alcohol Safety standards
    • Ensuring proper cash-handling and point-of-sale procedures
    • Supervise necessary setup and breakdown of bar/s for each event
    • Execute specific drink selections chosen by Event Client
    • Accommodate any day-of changes or upgrades for Event Clients
    • Maintain all glassware, bar tools, and stock of needed supplies
    • Control Alcohol Inventory
    • Stock all fresh fruit, garnishes, mixers, and other perishable supplies
    • Stock needed cleaning products
    • Train new bartenders
  • Organize and execute the set-up of events in all areas of the Evan Williams Bourbon Experience
  • Write contracts for events per the needs and requirements of the client, and within our company guidelines, maintaining detailed and accurate notes during this process to ensure the team can perform the event as desired, delivering a positive visitor experience
  • Meet regularly with Customer Success Manager to review upcoming events, communicate department needs, and review past events
  • Accurate reporting of onsite Event ROIs to the Customer Success Manager
  • Liaise with catering companies and bartenders prior to and during events
  • Ensure kitchens and holding areas are maintained in expected conditions prior to events
  • Be available as client liaison during events
  • Collect and file payments for events and tours
  • Preparation of events at the Evan Williams Bourbon Experience as required
  • Schedule site visits for potential and returning clients
  • Host familiarization visits for clients wishing to book events
  • Schedule and coordinate all events through shared staff calendars; Keep managers updated of event schedule to coordinate operations and activities within or between departments
  • Secure needed staff for events
  • Assist with evening events when required
  • Provide directions and other pertinent information to visitors
  • Greet customers and ascertain what each customer wants and needs
  • Directly supervise, plan and coordinate the work activities of Evan Williams Bourbon Experience tour guides and team members
  • Supervise all procedures for Hosts, Retail, and Barkeepers
  • Effectively cross-train across multiple functions, including but not limited to, Bourbon Educator, Retail, Ticketing, Barkeep, Event Bartender
  • Monitor visitors’ activities to ensure compliance with establishment or tour regulations and safety practices

Who You Are…

  • Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
  • Knowledge of historical events and their causes, indicators, and effects on heritage and culture
  • Excellent oral communication skills with the ability to talk to others to convey information effectively
  • Excellent decision making skills, intuitive and proactive, with the ability to influence others
  • Service Orientation – actively looking for ways to help people
  • Creative thinker
  • Friendly, knowledgeable and represent guests professionally
  • Knowledge of technology including use of barcode scanners, computerized cash registers, credit card readers, and point of sale software
  • Basic knowledge of Microsoft Office software including Excel and Outlook
  • Ability to work in a team and be a self-starter

Valued but not Required Skills and Experience:

  • Bachelor’s Degree in Hospitality, Tourism, Business or related field
  • Previous experience in distilled spirits industry
  • Familiarity with bourbon knowledge and language


Benefits

  • Paid Vacation
  • 11 Paid Holidays
  • Health, Dental & Vision eligibility from day one
  • FSA/HSA
  • 401K match
  • EAP
  • Maternity/Paternity Leave