Event Sales Coordinator

WHO WE ARE

Level99 is a real-world gaming venue designed for adults, featuring over 50 mental and physical challenges in artistic environments. Games range from ninja warrior obstacle course style challenges to mental logic puzzles, and everything in between. Each challenge is quick—just 1 to 4 minutes—and Players can do the same room over and over again, or they can move on to something new. Like a video game, Players earn rewards, climb the leaderboard, and make progress – each time a Player comes back, the game remembers where they left off.  

Alongside the games, Level99 offers a full-service bar and award-winning restaurant – featuring scratch-cooking, local craft beers, handmade cocktails, and a variety of event spaces. Level99 has locations in Natick, MA, Providence, RI, and is opening in Tysons, VA, West Hartford, CT, and Disney Springs, FL. Level99 is backed by Act III Holdings, led by Panera founder Ron Shaich, and we have a talented team that has worked on successful entertainment projects ranging from 5 Wits to Walt Disney Imagineering. Visit www.level99.com for more details. 

Level99 Tysons, VA - opening in 2025!

JOB DESCRIPTION

We are seeking a dynamic and highly motivated Event Sales Coordinator to join our team. The ideal candidate will have at least two years of experience in coordinating, executing, and planning events within restaurants, corporate meetings, experiential sales, or the entertainment industry. The successful candidate will be responsible for managing event sales, supporting the sales manager, working closely with the operation team to ensure seamless event execution, and providing exceptional customer service. This role requires proficiency in CRM software, Microsoft, Toast, Opentable, Mailchimp, and a basic understanding of food and beverage operations. High volume experience and knowledge of Tripleseat software are highly desirable. Occasional weekend work may be required.

• Manage the Events & Group Sales lead line and respond to voicemails, plus segmented sourcing.
• Assist the Event Sales Manager with various tasks, including site tours and regular administrative duties.
• Coordinate and support all aspects of event planning and detailing, including initial inquiries, sales, logistics, and execution.
• Utilize CRM software to manage client information, track event progress, and follow up on leads as requested.
• Create and manage event proposals, contracts, and invoices using event booking software.
• Develop and maintain strong client relationships, ensuring a high level of customer satisfaction and hospitality.
• Support inbound and outbound sales up to and including email blasts, cold calls, and scheduling client meetings.
• Collaborate with internal teams, including catering, food & beverage, operations, and marketing, to ensure seamless event execution.
• Provide on-site event coordination and support, ensuring all client needs are met.
• Maintain up-to-date knowledge of food and beverage offerings to effectively recommend menu options.
• Handle multiple events simultaneously, managing time and priorities efficiently in a high-pressure environment.
• Work autonomously while also being an effective team player, contributing to the overall success of the events team.
• Ensure meticulous attention to detail and hospitality in all aspects of event planning and execution.

• Stay informed about industry trends and competitor offerings to maintain a competitive edge, plus attending local networking events.

• Minimum of two years of experience in event coordination, execution, and planning within restaurants, corporate meetings, or the entertainment industry.
• Proficiency in CRM software and Excel.
• Basic knowledge of food and beverage operations.
• Experience with high volume events is a plus.
• Familiarity with Tripleseat software is a plus.
• Excellent organizational, communication, and interpersonal skills.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Self-motivated with a strong work ethic.
• Exceptional attention to detail.
• Willingness to work occasional weekends as required by event schedules.

While we don’t expect a candidate to have deep experience in all of the above, we’re looking for someone with the passion and capability to learn quickly in the areas that are new!

YOU MIGHT BE A FIT ON THE LEVEL99 TEAM IF YOU…

• Like to laugh, would be described as a "low maintenance, low drama" person, have a tendency to have a bit of fun while you work

• Have a high tolerance for ambiguity, like to go fast, and are excited to learn on the job

• Are just a little bit obsessive about getting the details right the first time

• Have a high energy personality, the kind of person who is typically smiling, and likes to "get it done now"