Part-Time Event Sales Coordinator

Schedule: Flexible part-time schedule; some evening and weekend availability may be required for client meetings, venue tours, and event-related needs

Auburn Oaks Farm | Notasulga, Alabama

Position Type: Part-Time

Department: Events & Sales

Schedule: Flexible part-time schedule; some evening and weekend availability may be required for client meetings, venue tours, and event-related needs

Position Summary

Auburn Oaks Farm is seeking an organized, personable, creative, and sales-focused Part-Time Event Sales Coordinator to manage wedding and special event inquiries, venue tours, bookings, client communication, event planning, scheduling, and marketing for Auburn Oaks Farm’s venue and event offerings.

This position serves as the primary point of contact for prospective and booked wedding and special event clients from initial inquiry through the final planning stages. The Event Sales Coordinator is responsible for responding to inquiries, scheduling and conducting venue tours, converting leads into booked events, maintaining strong client relationships, managing contracts and event documentation, coordinating planning details, and ensuring all necessary information is accurately communicated to the Auburn Oaks Farm operations team prior to each event.

The Event Sales Coordinator will also manage marketing for Auburn Oaks Farm’s weddings, special events, and venue spaces. This includes creating social media content and other marketing materials designed to showcase the property, generate inquiries, and increase event bookings.

• Respond promptly and professionally to wedding and special event inquiries received by phone, email, website, social media, or other lead sources.
• Provide prospective clients with accurate information regarding Auburn Oaks Farm’s venue offerings, packages, pricing, policies, availability, and event options.
• Follow up consistently with prospective clients to encourage tours and bookings.
• Track prospective clients from initial inquiry through tour, booking, or close-out.
• Maintain organized records of leads, client communications, tour dates, event dates, and booking status.
• Identify opportunities to increase wedding, corporate, private party, fundraiser, rehearsal dinner, and other special event bookings.
• Identify opportunities to increase event revenue through additional services, event spaces, lodging, or other available offerings.

• Serve as the primary contact for scheduling wedding and special event venue tours.
• Schedule all venue tours through the designated Auburn Oaks Farm Google Calendar.
• Conduct professional and engaging tours of Auburn Oaks Farm’s event spaces and relevant property amenities.
• Present venue features, inclusions, event options, policies, and available services in a clear and welcoming manner.
• Tailor tours to each prospective client’s event type, priorities, guest count, and needs.
• Answer prospective client questions and help clients envision their event at Auburn Oaks Farm.
• Discuss available dates and next steps toward booking when appropriate.
• Follow up promptly after tours to answer questions and encourage booking decisions.
• Maintain accurate records of completed tours and each prospect’s status.

• Prepare and send event pricing information, contracts, invoices and other booking documents.
• Track deposits, scheduled payments, balances, and other financial requirements associated with event bookings and log all payments on the invoice tracker.
• Communicate upcoming payment deadlines and outstanding balances to clients.
• Maintain accurate client files containing contracts, payment records, event details, correspondence, and required documentation.
• Ensure clients understand Auburn Oaks Farm’s event policies, deadlines, venue requirements, and contractual obligations.

• Serve as the primary planning contact for booked wedding and special event clients.
• Schedule and conduct planning meetings with clients as needed.
• Guide clients through Auburn Oaks Farm’s planning process and important event deadlines and contractual obligations.
• Answer client questions regarding…