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Private Dining Coordinator

Ann Arbor, MI, USA

Job Details

For our locations in Downtown Ann Arbor, Sava’s and Aventura

Oversee the Guest Services team and operation. Build on existing systems to create efficiencies and maximization of bookings. Respond to guest inquiries regarding private dining, coordinate all details to create successful events, and contribute to Private Dining growth at each location. Correspond with guests and manage all aspects of event planning in an organized and efficient manner. Work with the teams at both locations to establish a clear line of communication and timelines. Reports to the General Managers of the restaurants.

Engage with guests to ensure their dining expectations and experiences have been exceeded. Embody the values of The Pulpo Group. Perform and communicate with courtesy, professionalism, and genuine hospitality. Must be sales-driven, organized, and care deeply for the guest experience.


Guest Communication

Maintain prompt and hospitable communication with prospective and current guests by email, phone and in-person meetings. Check private dining email and voicemail every day, and respond within 48 hours to all inquiries. Meet with potential hosts to show private dining spaces and discuss how we could meet and exceed their needs for their event.

Create a BEO with each client for onsite events. Document conversations, special requests, and other specifications or expectations for the event. Reach out to the guest as often as needed to ensure we have the most accurate and up-to-date information regarding the number of guests, menu packages and any other special needs or expectations. Follow up with clients after each event. Note any issues or feedback to improve upon the guest experience for future events, and document important details for recurring events.

Internal Communication

Effectively communicate with chefs and managers about each event. Ensure the team has a complete understanding of event details, expectations and their role in making the event a success. Ensure a Banquet Event Order (BEO) is given to Chefs and Back of House team as well as Managers and Front of House team so they are informed of all details proactively. Inform Back of House and Front of House of any changes to the menu or BEO as soon as possible.

Before booking last minute events (less than 72-hour notice) verify with Chefs that the menu items requested can be prepared in time. Check with the scheduling manager to confirm that we have appropriate staff available for the event.

Collaborate with the Chefs to customize private dining menus and update private dining menu packages. Work with Bar Manager and Sommelier to create opportunities for beverage and wine packages.

Organization and Systems

Develop systems or processes to streamline event planning. Develop pars, inventory sheets, checklists and “run of show” documents and details of guest expectations or needs. Ensure adequate inventory of private dining supplies (serving platters, linens, table, chairs, plate ware, etc.) are on hand to meet all event requirements. Maintain inventory and organization of private dining equipment. Provide menu cards and printed menus when requested.

Identify opportunities to upsell including rentals, AV equipment, flowers, music, decorations, candles, linen, etc. Ensure a rental agreement is discussed with and signed by the host if they are using any company property or equipment.

On-Site Presence

Be on-site for larger events, VIP events, and events that may require your attention.

Attend weekly operations meetings at both locations and discuss private dining events for the next 10 days. Throughout the week, stay in constant communication via email and phone regarding any changes made to events by emailing all Managers and Chefs the updated contracts. Touch base with management after events to ensure they ran smoothly.

Leveraging and Coordinating Company Resources

Collaborate with stakeholders to develop marketing strategies to increase sales and event bookings. Work with and oversee the Guest Services Team about private dining inquiries, changes to policies, reservations, plotting, space fees, credit cards on file, etc. Train reservationists on new policies, procedures, and to answer any questions.

Individual Performance

Perform with a high standard of service. Proactively plan and resolve any issues when they arise. Handle guest complaints with the utmost courtesy, kindness, and willingness to fix the problem.

Possess the knowledge of the business and the core values of the company to make well-reasoned judgment calls on the fly. Maintain a safe and supportive work environment for the entire team.


  • 2+ years of event or private dining coordinating experience or similar field

Compensation Details

Compensation: Starting at $55k/year + commission

Benefits & Perkss

  • Dining discounts

  • Top pay

  • Incredible colleagues

  • PTO

  • Health Insurance

  • Short Term Disability

  • 401k matching

  • Irresistible culture

  • Continuous education

  • Upward mobility

  • Great leadership

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