Event Sales Coordinator

About the role

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 position reports to the Event Sales Director.

Responsibilities

• 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.
• Create and distribute 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.
• Aid in 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.
• Cook 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.

Requirements

• A 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.
• 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.

Qualifications

• Preferred college coursework in hospitality, marketing, or a related field.
• 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.

Skills

• Excellent communication skills, both verbal and written.
• Attention to detail and strong organizational skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office and event management software.

Benefits

• 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.

Pay

Your actual base pay will be determined by your skills, experience, education, location, and—if you're in a non-exempt role—hours worked.

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.