Vendor Coordinator

ABOUT US Hi! We’re SPARK Social. We activate outdoor spaces through food, events, and vibrant shared experiences. Our venues bring communities together through food trucks, beer and wine gardens, games, and dynamic programming. SPARK Social SF operates high-volume food truck parks and event spaces in San Francisco, working with 150+ food trucks and fulfilling recurring on-site and off-site catering requests throughout the Bay Area. SPARK Social San Jose is our newest location in the Creekside neighborhood near Diridon Station. San Jose is a key focus for growth, and this role will directly support that expansion. VENDOR COORDINATOR We are hiring a full-time Vendor Coordinator to manage vendor scheduling, catering coordination, and outbound client outreach across our parks — with an emphasis on San Jose. The Vendor Coordinator is a primary point of contact for food truck partners and catering clients and is responsible for moving bookings from inquiry through execution and billing. This role requires strong organization, clear communication, and the ability to manage volume. You’ll balance daily scheduling needs with catering coordination and proactive outreach to generate new opportunities. RESPONSIBILITIES As part of a small, collaborative team, you will:
Book and manage 30+ daily food truck shifts across our parks and partner locations
Maintain consistent vendor communication and balanced coverage
Track and maintain vendor documentation (COIs, permits, health permits)
Respond to catering and booking inquiries promptly and professionally Support and grow catering activity by:
Scoping events, confirming availability, and building vendor lineups
Coordinating logistics including parking, power, permitting, insurance, and access
Negotiating vendor rates and supporting client pricing conversations
Preparing and managing invoices accurately and on time
Proactively reaching out to local offices, property managers, community groups, and event planners to introduce our catering services
Following up consistently and maintaining pipeline activity in HubSpot
Keeping all tasks and communication organized in ClickUp and Google Workspace This role involves managing multiple active events and vendor relationships at once while continuing to build new ones. AN IDEAL CANDIDATE IS
Experienced and Reliable - You’ve managed schedules, clients, or vendor relationships before and understand the pace that comes with it.
Comfortable with Outreach - You’re willing to pick up the phone, send the follow-up, or walk into a local business to introduce what we do.
Detail-Oriented - You track conversations, document updates, and don’t let small things slip.
Calm and Practical - When plans shift, you adjust quickly and communicate clearly.
Organized in Systems - You’re comfortable working inside CRM and task management platforms and keeping them current. DESIRED BACKGROUND & EXPERIENCE
2+ years of experience in scheduling, project/vendor management, hospitality, catering, sales coordination, or a similar role
Experience with client communication or outbound outreach
Comfort working inside CRM and task management platforms (HubSpot, ClickUp, or similar)
Strong written and verbal communication skills
Fluent in Spanish
Familiarity with Bay Area food culture and small business ecosystems JOB TYPE Full-time, on-site role. Consistent in-office presence is required. COMPENSATION & BENEFITS This position is paid hourly at a rate of $26, commensurate with qualifications and experience. After 90 days of employment, Sick Pay, Health Insurance, 401k, Pre-Tax Transit, and Paid Time Off are available. FAIR CHANCE We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.