Event Sales Coordinator

Overview

The Event Sales Coordinator assists with the planning and coordination of event sales at the club to enhance the member and/or guest experience. The coordinator works closely with the Event Sales Manager to ensure all event details are meticulously managed from initial inquiry to final execution. This role provides administrative support, maintains client records, ensures smooth communication between the sales team, clients, and internal departments, and supports achievement of the annual event sales plan through prospecting assistance and client interactions.

Reports to the Event Sales Director.

Required:

• High school diploma or equivalent.
• A minimum of 1 year of experience in a customer-facing or sales support role in the hospitality or events industry.

Preferred:

• College coursework in hospitality, marketing, or a related field.
• Basic understanding of marketing and prospecting strategies.
• Basic understanding of Microsoft Office and event management software.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to work collaboratively within a team environment.

Physical requirements:

• Must be able to stand, walk, and perform physical activities for extended periods.
• Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
• Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.
• Able to lift, carry, push, and pull up to 25 lbs. occasionally.
• Effective communication skills, including talking and hearing, with sufficient visual acuity.

Work schedule:

• Attendance requirements for this position as outlined on the weekly schedule.
• Additional hours are required to meet deadlines of the position, including weekends and/or holidays.

• Assist the Event Sales Manager with the coordination and execution of event sales, including managing event details, logistics, and client communication.
• Serve as the primary point of contact for clients during the event planning process, ensuring all client needs and preferences are documented and communicated effectively.
• Support the creation and distribution of event proposals, contracts, event orders, floor plans and diagrams, ensuring accuracy and attention to detail.
• Maintain and update the client database with accurate information, assisting in the development of a prospect inventory.
• Ensure that all event-related documents, including contracts and payment records, are properly filed and organized.
• Assist with basic financial tracking, such as recording deposits and payments in coordination with the accounting team.
• Manage event supplies and inventory, coordinating with vendors as needed.
• Coordinate with the kitchen and service teams to ensure event details are communicated and executed as planned.
• Participate in regular sales and event meetings, providing updates on event status and client interactions.
• Provide general administrative support to the Event Sales Manager and Director as needed.
• Assist others as needed and take on additional tasks as assigned by management.
• Follow all company, club, and department policies, procedures, and instructions.
• Maintain professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
• Follow safe working practices and ensure compliance with safety guidelines.
• Take initiative in personal and professional growth and maintain any required certifications relevant to the role.
• Address and resolve challenges using available resources, working with regional and corporate teams to support club operations.
• Attend daily briefings and actively engage in required activities to stay informed and contribute to the team's success.

• Medical, dental, and vision coverage
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement savings plan
• Generous paid time off and leave programs