Event Coordinator- Oretta Hospitality

**About the Role**

As an Events Coordinator at Oretta Hospitality, you will be instrumental in planning and executing private events by managing client needs, vendors, budgets, timelines, and logistics, while overseeing event setup, on-site management, staff coordination and post-event follow-up to ensure smooth operations and guest satisfaction.

Overall Job Description:

- **Client Management**: Meet with clients/guests to understand their event vision, preferences, and budget; communicate event details clearly to both clients and the restaurant management team.
- **Event Planning**: Develop event concepts, create detailed timelines, and coordinate all event logistics, including menus with the Chefs, beverage selection, decor, and entertainment.
- **Budget Management**: Create and manage event budgets, track expenses, and negotiate with and manage relationships with clients. Understanding restaurant spaces, menus, pricing, minimum spends, sales, and how to coordinate spaces to maximize bookings.
- **Logistics & Setup**: Oversee event setup, including decor, seating arrangements, and audiovisual equipment, to transform the venue into the client's desired space.
- **On-Site Execution**: Manage all aspects of the event on the day, including BEO updates and resolving any issues that may arise.
- **Post-Event Tasks**: Conduct post-event reporting, process payments and billing, and maintain accurate inventory records. Developing repeat guests and ensuring no issues arose. If so, following up with the management team to reconcile any issue.
- **Internal Collaboration**: Coordinate with the restaurant's management and event teams, attend BEO (Banquet Event Order) meetings to share client information and provide input on event logistics.

**Essential Skills & Qualifications**
- **Communication**: Excellent verbal and written communication skills for interacting with clients, vendors, and staff.
- **Organization**: Strong organizational skills, attention to detail, and the ability to multitask under pressure.
- **Customer Service**: Exceptional customer service skills to build client relationships and ensure satisfaction.
- **Problem-Solving**: Quick decision-making and problem-solving abilities to handle unforeseen challenges during events.
- **Tech Proficiency**: Proficiency in OpenTable, MS Office, Google Drive, and event management software like Toast and Tripleseat.
- **Education & Experience**: A degree in hospitality management, public relations, or business is often preferred, but strong organizational skills and relevant experience are also valuable.

**About Us**

Oretta first opened their doors in 2017 to provide Toronto’s vibrant King West area with an authentic yet modern-day Italian culinary experience. In 2022, Oretta Midtown opened, and we are very excited to announce the opening of our third location, Oretta Downtown, in Fall 2025. We focus on delivering genuine Italian cuisine, emphasizing fresh, high-quality ingredients and traditional cooking methods.

Our menu features a variety of classic Italian dishes with innovative twists on traditional recipes. The restaurant’s design typically reflects a blend of classic Italian elegance with modern aesthetics. Expect a stylish and inviting atmosphere that enhances the guest dining experience, with attention to detail in décor and table settings. At Oretta, hospitality is paramount. Our team is dedicated to creating a welcoming environment where guests feel valued and well-care for throughout their dining experience.

**Our Core Values**
- Authenticity: Serving authentic, modern-day Italian culinary experiences that are grounded in tradition
- Passion: Infusing love and excitement into everything we do for our guests and team
- Perfection: Creating exceptional experiences through our attention to detail
- Simplicity: Celebrating family, community, and life through food

**About You**

Qualifications in Event Management, or relevant experience as per below:

- Proven experience in event planning or coordination within the hospitality industry.
- Strong organizational skills with the ability to manage multiple projects simultaneously.
- Excellent communication skills, both written and verbal.
- Proficiency in budgeting and financial management related to events.
- Ability to work collaboratively with diverse teams and clients.
- Familiarity with event marketing strategies is a plus.
- A passion for hospitality and creating memorable experiences.
- Plan and execute events from conception to completion, ensuring alignment with Oretta's standards.
- Collaborate with clients to understand their vision and requirements for each event.
- Manage event logistics including venue selection, catering, and vendor coordination.
- Develop and maintain event budgets while ensuring profitability.
- Promote events through effective marketing strategies to maximize attendance.
- Coordinate with internal teams to ensure seamless execution of events.
- Evaluate event success