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Remote Hospitality & Event Coordinator for Private Social Club
‼️ Bypassing Upwork and emailing us directly will immediately disqualify your application. Seeking a highly organized, service-minded Virtual Assistant with hospitality experience to manage Member inquiries, space reservations, event coordination, and operational communications. About TolHouse TolHouse is a private social club in Toledo’s historic Vistula District, designed for professionals, creatives, and entrepreneurs. We offer an exclusive experience across multiple spaces, including a jazz lounge, co-working areas, private dining, and event venues. Hospitality, discretion, and high-touch service are at the core of what we do. We are looking for a Remote Hospitality & Event Coordinator to support our front-of-house operations, space bookings, event logistics, and communications. The ideal candidate has experience in luxury hospitality, private clubs, or event coordination and is highly responsive, proactive, and service-oriented. Role & Responsibilities Member & Guest Services - Monitor and respond to Member inquiries via Freshdesk and email in a professional and timely manner. - Manage space reservations for co-working areas, private dining, and event venues using our proprietary club management software. - Ensure bookings align with our Member-first hospitality approach, anticipating needs and preferences. - Serve as the first point of contact for event-related questions, providing concierge-level service. - Keep constant communication via Slack with leadership regarding important updates or urgent requests. Event & Operations Coordination - Create and maintain event sheets for private parties and in-house events, ensuring accuracy in details for the bar, kitchen, and service teams. - Distribute weekly event updates to staff for seamless execution. - Liaise with internal teams to ensure last-minute changes or special requests are communicated efficiently. - Develop and maintain checklists for different event types to ensure consistency in execution. Process & SOP Management - Regularly update and refine Standard Operating Procedures (SOPs) based on operational gaps or outdated procedures. Identify opportunities to improve efficiency, particularly around booking processes, communication flow, and event coordination. - Maintain clear documentation on Member preferences, recurring event needs, and internal processes. Financial & System Coordination - Assist with processing event payments and deposits through Square, QuickBooks, and Stripe. - Ensure accurate invoicing and tracking for Member events and reservations. - Coordinate with the finance team to streamline payment and refund processes as needed. Who You Are We are looking for a highly organized, proactive professional with hospitality experience and a strong sense of urgency and discretion. ✔ Hospitality & Event Experience – You have worked in luxury hospitality, private clubs, executive admin roles, or event coordination. ✔ Service-Oriented Mindset – You understand the importance of Member experience, discretion, and high-touch service. ✔ Tech-Savvy & Detail-Oriented – You can quickly learn new systems and have experience with Freshdesk, Square, QuickBooks, Stripe, and event management software. ✔ Proactive & Self-Sufficient – You anticipate needs, solve problems before they arise, and can work independently. ✔ Strong Communicator – You write and speak professionally, representing TolHouse’s brand and voice in all Member interactions. Requirements ✅ 2+ years of experience in hospitality administration, event coordination, or private club management ✅ Proven ability to manage bookings and guest inquiries in a service-driven environment ✅ Excellent written and verbal communication skills ✅ Experience with Freshdesk, Square, QuickBooks, Stripe, and CRM/event management platforms ✅ Ability to work 3-4 hours per day during U.S. Eastern Time business hours ✅ Fast response time (within a few hours for Member inquiries and internal updates) ✅ Comfortable using Slack for daily team communication Preferred: ➕ Prior experience in luxury hospitality, high-end coworking spaces, or concierge services ➕ Familiarity with SOP documentation and process improvement What We Offer - Collaborative & culture-driven environment – You’ll work with a team that values hospitality, exclusivity, and cultural curation. - Flexible work structure – Work 3-4 hours per day within our core availability window but with some flexibility.