Event Coordinator

Overview 

At Porter, we blend our expertise in interior design and hospitality to create spaces and experiences that add joy and purpose to everyday life. We offer design and procurement services to businesses, and also design and operate a growing list of our own hospitality businesses. At the heart of our business is our flagship location in downtown Seattle, The Shop: an all-day café where we host events, offer space for meetings and private gatherings, and sell a curated selection of sundries, gifts and home goods. The Shop is where we connect with our community and actively refine what it looks like to take care of our guests, from the design of inspiring, inclusive spaces to the experiences we create within them.

We take great pride in our work, not only because of the output, but because of the way we do it: with radical hospitality. At its core, radical hospitality means approaching our work through the lens of how we make people feel, including our guests, our team, and ourselves. It's what we want to be remembered for, and operates as a guidepost for everything we do.

Shift: Monday - Friday

Position Summary 

Porter runs food, beverage, and events inside commercial office buildings, and every event we sell has to be executed cleanly for tenants, landlords, and outside clients.

The Event Coordinator is the person who turns a booked event into a plan the building, kitchen, and floor team can run without guesswork. You own the details between "contract signed" and "event wrapped": BEOs, timelines, vendor coordination, on-site setup, and the follow-up that gets the client to book again. This is a hands-on operations role. You will be on the floor for events, and you will spend the rest of your time in TripleSeat making sure nothing falls through.

Essential Responsibilities: 

• Build and maintain the BEO for every booked event: menu, service style, timeline, room set, AV, rentals, staffing, and billing details
• Run the weekly BEO review with Operations and Culinary; flag conflicts, gaps, and changes early
• Confirm details with clients (headcount, dietary needs, timing, access) and hold them to deadlines for final counts and changes
• Coordinate rentals, florals, AV, and outside vendors; manage COIs and building access requirements
• Keep TripleSeat current: event status, documents, change logs, and final invoicing details Day-of
• Lead setup, walk the space before doors, and be the point of contact for the client and the building on site
• Direct floor staff and vendors against the timeline; solve problems before the client sees them
• Manage load-out and close the event with a same-day recap Post-event
• Reconcile actuals vs. BEO and hand off clean billing to Sales
• Capture client feedback and pass repeat-booking signals to Sales/BD
• Log lessons learned so the next event at that property runs better Systems
• Maintain property-specific event playbooks (room capacities, sets, building rules, vendor contacts)
• Support tenant engagement activations when the calendar is light on booked events

Education/Experience 

• 2+ years coordinating catered events, restaurant private dining, hotel banquets, or venue operations
• You have built BEOs and run events off of them — this is required, not preferred
• Comfortable in TripleSeat or a comparable event management platform
• Calm and decisive on event day; clear and proactive with clients before it
• Able to lift and move event equipment (up to 50 lbs) and stand for long stretches
• Washington MAST permit and Food Handler card (or ability to obtain before start)
• Availability for early mornings, evenings, and occasional weekends based on the event calendar Nice to have
• Corporate or commercial real estate hospitality experience• Familiarity with Seattle vendor and rental market
• Basic AV troubleshooting Schedule and compensation

Employee Benefits: 

• 15 days of PTO 
• 9 Paid holidays 
• Medical/Dental/Vision Insurance 
• 401k + Employer Match 
• Paid Parental Leave 
• Wellness App with reimbursement of up to $500/year 
• Profit Sharing 

Working Environment 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. Regularly works with others face to face, over the phone and email in an office environment with moderate noise.  Nature of work may require time spent out of the office; reliable transportation required.  Periodically works outside and may work around moving objects, dust, and dirt. 

If this sounds like the right opportunity for you, we encourage you to apply with your resume today. We look forward to connecting!