Job Description

Party Coordinator - Orange Wheels
About Orange Wheels:
Orange Wheels is a premier provider of unforgettable children's birthday party experiences. We specialize in creating magical, themed events that delight both kids and parents. From exciting activities and creative decorations to seamless planning, we handle every detail to ensure a stress-free and joyous celebration.
Position Overview:
We are seeking a dynamic, creative, and highly organized Party Coordinator to join our team. The ideal candidate will be the heart of our client interactions and party execution process. You will be responsible for guiding clients from their initial inquiry through to the flawless execution of their event, ensuring every party is a resounding success and builds our reputation for excellence.
Key Responsibilities:
Client Relationship & Sales Management:

• Act as the primary point of contact for client enquiries, providing detailed information about party packages, themes, and pricing.
• Promptly manage, follow up, and close client leads, effectively converting enquiries into confirmed bookings.
• Conduct consultations with clients to understand their vision, requirements, and budget.
• Utilize strong promotion and customer service skills to enhance guest satisfaction, encourage repeat business, and generate referrals.

Event Planning & Coordination:

• Plan, coordinate, and execute children's birthday parties from concept to completion.
• Design and propose creative themes, decor concepts, and activity schedules.
• Coordinate all logistical elements including venue liaison (if applicable), supplier management, entertainment, catering, and equipment rentals.
• Create and manage detailed event timelines and run sheets.

Creative Execution & Hands-On Setup:

• Apply creative flair and hands-on skills in balloon decoration, birthday party decoration, and thematic setup to transform party spaces.
• Oversee and participate in onsite setup and breakdown, ensuring all decorative elements meet our quality standards and the client's expectations.
• Source and manage decor inventory and supplies.

Administrative & Financial Oversight:

• Manage event budgets, provide quotes, process payments, and handle post-event financial reconciliation.
• Use CRM tools to maintain accurate client records, track communications, and manage the booking pipeline.
• Create reports, manage spreadsheets, and maintain documentation using MS Office/Google Workspace (especially Excel/Sheets).
• Handle inventory control for party supplies and promotional materials.

Qualifications & Skills:

• Proven experience in event planning, coordination, and execution, with a strong portfolio showcasing children's birthday parties.
• Exceptional client interaction and communication skills (verbal and written).
• A proactive sales mindset with a proven ability to manage enquiries and secure bookings.
• Creative flair and hands-on experience in balloon twisting, garland making, and themed decoration setups.
• Strong organizational and project management skills, with keen attention to detail.
• Knowledge of finance and logistics management, including budgeting and supplier coordination.
• Proficiency in computer applications: MS Office/Google Worksuite (Excel/Sheets for budgets, Word/Docs for proposals), and CRM software.
• Ability to work flexibly, including weekends and holidays, as required by the event schedule.
• Physical ability to lift and carry decoration materials and party equipment.
• A passion for creating joyful experiences for children and families.

What We Offer:

• A fun, creative, and supportive work environment.
• Opportunity to be a key player in a growing company.

Skills Required