Event Logistics & Communications Coordinator

Position Overview

The Event Logistics & Communications Coordinator plays a key role in ensuring our events run smoothly from planning to execution. This position is responsible for creating detailed Event Books, managing event information within Nowsta, and ensuring that all staff receive accurate and timely updates about their events.

This role acts as the central hub for event communication, making sure that our culinary, operations, and service teams have the information they need to deliver exceptional events.

At 12th St Catering, we believe in thoughtful details and exceptional hospitality, and this position helps ensure every event is organized, communicated clearly, and executed seamlessly.

Key Responsibilities

Event Documentation

• Create detailed Event Books for all upcoming events
• Ensure event books include:
  • Timeline and schedule
  • Client information
  • Venue details
  • Menu and service style
  • Staffing assignments
  • Rentals and equipment needs
  • Special notes or client requests
• Ensure Event Books are complete and distributed on schedule

Nowsta Event Management

• Upload all event information into Nowsta
• Assign and confirm staff shifts
• Ensure accurate event details are visible to staff including:
  • Event location
  • Call times
  • Uniform requirements
• Event notes
• Update events as details change

Event Communication

• Serve as the primary coordinator for event updates
• Communicate all schedule or logistics updates to staff
• Notify team members of:
  • Call time changes
  • Venue updates
  • Menu or service changes
  • Staffing adjustments
•  Ensure staff are informed and prepared for each event

Cross-Team Coordination

• Work closely with:
  • Event Sales Team
  • Operations Team
  • Culinary Team
  • Staffing & Scheduling Team
• Confirm that all event information is accurate and aligned across departments

Event Readiness

• Monitor upcoming events to ensure:
  • All staffing is confirmed
  • Event documentation is complete
  • All teams have the information they need
• Flag any missing information or issues before the event date

Qualifications

• Strong organizational and communication skills
• Exceptional attention to detail
• Ability to manage multiple events and deadlines simultaneously
• Experience with scheduling or staffing systems (Nowsta experience a plus)
• Strong written communication skills
• Ability to work collaboratively across multiple teams