Private Events Coordinator - Soho House Sao Paulo

Scope of the Role

 The Private Events Coordinator is the first point of contact for all private event inquiries. This is a dynamic and fast-paced role, ideal for someone highly organized, proactive, and passionate about creating exceptional experiences.

Given the high volume of inquiries, prompt and clear communication is essential. The Coordinator is responsible for providing initial responses, sharing key information on availability, pricing, and food and beverage options, and guiding members through the early stages of the booking process.

The role also supports the planning and coordination of events from initial inquiry through to execution, ensuring all details are accurately captured and communicated to the operations team.

Main Responsibilities 

• Act as the first point of contact for all private event inquiries, ensuring prompt, professional, and engaging communication 

• Manage and qualify incoming leads, identifying client needs and conversion opportunities 
• Create and maintain accurate event records in TripleSeat, including proposals, bookings, and client interactions 
• Prepare and coordinate all event documentation (BEOs, contracts, menus, invoices, and payments) 
• Conduct site visits and support clients through the planning journey from inquiry to confirmation 
• Collaborate closely with internal teams (Operations, Membership, F&B, AV, Housekeeping) to ensure seamless event planning 
• Assist in developing event logistics, including timelines, layouts, and service flow 
• Maintain up-to-date and accurate information across all systems and stakeholders 
• Follow up consistently on proposals to drive conversion and revenue 
• Support the execution of events when required, ensuring alignment with planned details 
• Build and maintain relationships with members, guests, and potential clients 
• Assist the Private Events Manager on complex or high-profile events 
• Follow up with clientes post event for feedback
• All other duties as assigned 

Key Responsibilities 

• Drive conversion of inquiries into confirmed bookings, supporting revenue targets for Private Events 
• Ensure a high level of client satisfaction through clear communication, organization, and attention to detail 
• Maintain consistency and accuracy across all event-related information and documentation 
• Support the delivery of seamless, high-quality events aligned with Soho House standards 
• Contribute to the development of efficient processes and workflows within the events function 
• Collaborate cross-functionally to align events with broader business goals (membership, F&B revenue, brand positioning) 
• Support reporting and tracking of event performance, including lead conversion and revenue contribution 
• Demonstrate flexibility and ownership, including availability for evenings and weekends as required

Required Experience & Skills

 

• Minimum of 1 year of experience in events
  • Strong organisational and multitasking skills in fast-paced environments
  • Excellent written and verbal communication skills
  • Professional, friendly, and service-oriented attitude
  • Ability to manage deadlines and work under pressure
  • Proficiency in Microsoft Office and event management systems (e.g., TripleSeat, Salesforce)
  • Proactive, collaborative, and detail-oriented mindset
  • Flexibility to work outside standard office hours, as required
  • Passion for Soho House, with a strong alignment with its values
  • Fluency in Brazilian Portuguese and advanced English; additional languages are a plus
  • Hospitality experience is a plus