Hospitality Coordinator

Job Description

Job DescriptionJob Title: Hospitality Coordinator
Department: Operations – Events Management
Reports to: Events Supervisor
Designation: Non-Exempt, Full Time
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Start Date: December 2025
Salary: $45,000.00-$55,000.00

To spread joie de vivre through language, culture, and connection!

Attracting over 150,000 visitors annually, L’Alliance New York is the city’s premier center for French language and francophone arts and cultures. As an independent, not-for-profit organization, L’Alliance New York’s mission is to provide our members and students with engaging French language classes and audacious multi-disciplinary programming that celebrates the diversity of francophone cultures and creativity around the world.
L’Alliance New York is internationally known for offering the largest selection of fully immersive French language courses for students aged one to 101, as well as for its renowned cultural programming, including the annual Bastille Day celebration, the Crossing The Line Festival, Animation First, and the Comic Arts Fest.

Position Summary

Serving as the main liaison between the Events team and all other departments, the Hospitality Coordinator ensures clear communication, logistical alignment, and a seamless flow of information across teams. This role is key in anticipating needs, clarifying event requirements, and upholding consistent standards of quality and service.
At L’Alliance New York, the Hospitality Coordinator supports the Events team and other departments by managing and coordinating all presentation, catering, and hospitality aspects for both rental and in-house events. In collaboration with the Development team, the position also engages with sponsors and in-kind donors to strengthen L’Alliance’s reputation for quality and hospitality. The primary responsibility is to oversee food and beverage coordination with internal teams, local distributors, caterers, and rental clients to ensure smooth operations and exceptional service.

Responsibilities Summary

Event Coordination & Client Support

• Assist the Events Supervisor with coordinating hospitality requirements for rental clients. This includes management of beverages and catering requirements.
• Coordinate hospitality requirements for other L’Alliance departments including Development, Programming, Language Center and People & Culture.
• Support event setup, execution, and breakdown as needed to ensure seamless operations and that event spaces meet L’Alliance New York standards and client expectations.

Venue Rentals & Administrative Support

• Support the promotion and rental of L’Alliance New York’s venues and catering packages to corporate, cultural, and community partners.
• Assist with expense tracking, deposits, and settlements; support the Events Supervisor in preparing monthly financial updates, and ensure timely payment processing.
• Collaborate with internal departments to highlight venue offerings and maintain a strong, consistent image of L’Alliance New York events.

Food, Beverage & Vendor Coordination

• Maintain and update wine and spirits inventory for all departments.
• Centralize purchasing of food and beverages to streamline ordering and reduce costs across all departments.
• Assist with liquor license compliance and coordinate event execution with our primary event design partner for internal and external events.
• Order and track supplies such as glassware, linens, beverages, and catering items.
• In collaboration with the Development team, help coordinate in-kind food and beverage donations from sponsors.

Financial & Record-Keeping Support

• Maintain accurate records of expenses, purchases, and vendor invoices.
• Process receipts and assist with monthly expense reports, ensuring accurate coding and budget monitoring.

Team Logistics & Scheduling

• Participate in weekly meetings with internal teams to review upcoming events and scheduling needs to assure smooth operations and efficiencies.
• Schedule and coordinate Ushers (FOH) staff for all events, including last-minute coverage when needed. Usher duties include bussing and bartending
• Track FOH hours and sick time; distribute event instructions and staffing details ahead of each event.

Please note that the above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your role within the organization and the overall business objectives of L’Alliance New York.

Requirements and Skills:

• Minimum of 2 years of experience in event management, hospitality, or a related field.
• Proficiency with Microsoft 365, Google Suite, and media/event management software.
• Strong organizational, multitasking, and communication skills.
• Team-oriented with the ability to work independently and take initiative.
• Committed to maintaining a safe, respectful, and inclusive environment for staff, clients, artists, and guests.
• Availability to work evenings and weekends based on the event schedule.

Who you are

You are an energetic and detail-oriented professional who thrives in fast-paced environments and enjoys creating memorable guest experiences. You take pride in ensuring that every event—whether large or intimate—reflects the quality, warmth, and excellence of L’Alliance New York.
You are:

• Hospitality-minded — you anticipate needs and create welcoming environments.
• Resourceful and proactive — you solve problems quickly and with a positive attitude.
• Collaborative — you enjoy working with diverse teams and departments.
• Adaptable — you remain calm under pressure and flexible in changing situations.
• Physically able to perform the duties of the role, which include standing for extended periods and occasionally lifting or moving items up to 25 pounds (in compliance with New York State workplace safety guidelines). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

What we offer

• Generous vacation package.
• Health, Dental, and Vision Insurance Plans with shared employee-employer contributions
• 403(b) Savings Plan (L’Alliance New York is matching up to 5% after 2 years).
• Complimentary L’Alliance New York Membership and Discounts.
• Free French Classes.
• Pre-tax benefits, including Commuter Benefit Plan (CBP) and Flexible Spending Account (FSA).

TO APPLY: Please submit a resume, cover letter, and two references.

Employment at L’Alliance New York is at-will, meaning that either the employee or the organization may end the employment relationship at any time, with or without cause or notice, unless otherwise specified in a written agreement.
If you require a reasonable accommodation to participate in the application or interview process, please reach out via the same email address.
L’Alliance New York is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, marital status, religion, gender, sexual orientation, national origin, disability status, citizenship status, protected veteran status, or any other characteristic protected by law.

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