Party/Event coordinator

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: TYPE OF WORK

Gig

: SALARY

$4/hour

: HOURS PER WEEK

1

: DATE UPDATED

Aug 5, 2026

JOB OVERVIEW

Overview

Highland House Play Café is looking for a Party Coordinator to own the full party and event experience for our high-end children's birthday parties — from first inquiry through day-of execution — including all party documentation, visual/image assets, and pricing materials. This person is the primary point of contact for every client booking a party or event at Highland House, and is expected to deliver white-glove, luxury hospitality at every touchpoint. Families booking with us expect a premium, seamless experience comparable to a high-end hotel or private event service — this role sets that tone from the first email to the final thank-you note.

* Core Responsibilities
Event Contact — White-Glove Hospitality

- Serve as the primary, dedicated point of contact for every party/event booking, start to finish, with a warm, polished, concierge-level tone in every interaction
- Respond to party inquiries promptly (same-day) and with a personal touch, not a form-letter feel
- Guide families through package selection, add-ons, and scheduling with genuine care and attentiveness to what makes each celebration special
- Confirm bookings, deposits, and final headcounts with clear, proactive communication — never leave a family wondering where things stand
- Coordinate day-of logistics with the on-site team (setup, host assignment, timing) so execution feels effortless to the client
- Be present and visible on party day to personally check in with the host family, anticipate needs, and smooth over any issues before the client even notices them
- Handle rescheduling, cancellations, and any day-of issues gracefully and calmly, as the client's single point of contact
- Send a personal follow-up/thank-you after every event to reinforce the premium experience

### Party Documents

- Build and maintain all party-related documents: booking contracts, deposit/payment agreements, party-day checklists, host run-of-show sheets, and post-party follow-up materials
- Keep documents organized and current in Notion, so the whole team can find and use them
- Create standardized templates so every party runs the same high-quality way regardless of who's hosting

Pricing Guide

- Build and maintain a clear, up-to-date pricing guide covering all packages and add-ons
- Keep pricing consistent across the website, PDFs, and any client-facing materials
- Flag when pricing needs review (seasonal changes, new add-ons, cost increases

Images & Visual Assets

- Source, organize, and maintain photos/images representing each party package and add-on
- Ensure party documents and pricing materials are visually polished and on-brand (Bauhaus-inspired, clean, colorful)
- Keep an organized image library so materials never go out with outdated or missing visuals
-Avoid any obvious AI imagery

Requirements

- Background in high-end hospitality, luxury events, or premium client services strongly preferred (hotels, private events, luxury retail, or similar white-glove environments)
- Exceptional, warm, polished client-facing communication — this person represents Highland House's premium standard to every party family
- Highly organized, detail-oriented, comfortable owning documentation end-to-end
- Comfortable with Notion (or willing to learn quickly)
- A strong eye for presentation — images, documents, and materials should always feel elevated and on-brand
-Great communication and ability to follow up with clients who reach out and answer any questions they have.

SKILL REQUIREMENT

Sales Support Communication

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Party/Event coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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