Event Sales Coordinator

About the role

This role is responsible for planning, scheduling, coordinating, and servicing foods and beverages for events and functions related to conferences, meetings, special events, weddings, and other banquet and catering operations. The position involves engaging in sales calls with prospective University and off-campus clients, building relationships with current and potential clients, and supporting the Iowa GROW program with student employees as part of our commitment to student success. Work hours will vary based on business needs.

Responsibilities

• Event Planning Coordination — Meet with event hosts to schedule, plan, and coordinate all banquet and catering event details, including date, time, menu, room setup needs, and special requirements.
• Contract Development — Initiate and prepare banquet/catering contracts outlining event specifications and estimated costs for food, beverage, labor, equipment, and miscellaneous services.
• Day-of Event Management — Personally contact event planners on the day of the event to confirm expectations, resolve issues, and coordinate last-minute adjustments with staff.
• Interdepartmental Coordination — Communicate event details to facilities, kitchen management, and service teams to ensure seamless execution.
• Vendor Management — Coordinate with external vendors for rentals, specialty services, or product purchases as required.
• Administrative Oversight — Prepare proposals, sales reports, service documentation, event deposits, and final billing with accurate itemization.
• Sales & Client Outreach — Serve as a member of the University Catering sales team, conducting outreach and sales calls with campus and community clients.
• Brand Representation — Represent University Catering at university and community events to strengthen visibility and cultivate relationships.
• Committee Participation — Serve on committees and organizations that enhance the presence and reputation of University Catering.
• Policy & Procedure Support — Assist in developing departmental policies and procedures and communicate updates to support staff.
• Customer Service Response — Respond promptly and professionally to inquiries and concerns from students, parents, faculty, staff, and the public.
• Operational Compliance & Improvement — Ensure compliance with university policies, including cash handling and alcohol service, and recommend improvements to efficiency, staffing, scheduling, and quality control.

About the Division of Student Life

The Division of Student Life is comprised of staff that embrace new ideas and thoughts, work together to keep our students safe, and provide them with life-changing experiences. The Division includes 15 departments that span from Recreational Services to the Office of Leadership, Service and Civic Engagement. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.

Requirements

• A bachelor’s degree in business administration, Restaurant Hospitality Management, or an equivalent combination of education and related experience.
• Experience (typically 1 – 3 years) in events, hospitality, catering, banquets, and/or fine dining sales & service.
• Administrative experience (typically 6 months – 1 year), including activities such as delegating tasks and day-to-day management of accounts receivable and/or accounts payable.
• Commitment to and alignment with the values of the Division of Student Life, including a demonstrated active commitment to creating a welcoming and respectful work environment.
• Excellent written and verbal communication skills, as well as superior attention to detail.
• Ability to provide excellent customer service and to meet or exceed customer service needs.
• Demonstrated adaptability to change in the workplace.
• Ability to collaborate and interact with a variety of individuals and groups, while modeling open, respectful, accepting, and supportive behaviors toward others.
• Proficient in standard computer software applications (e.g., Word, Excel, email).
• Valid driver’s license with the ability to meet UI fleet safety driving record review guidelines.

Desired Skills

• Experience (typically 6 months – 1 year) conducting sales calls or cold calling.
• Working experience with computerized food service and event management systems and software, and electronic payment systems.
• Working knowledge of event management processes and activities.
• Some experience in a higher education environment with knowledge of university business procedures, policies, and practices.
• Previous supervisory experience (typically 6 months – 1 year).

Benefits

• Exceptional health coverage.
• University-paid life insurance.
• Robust retirement plans.
• Generous leave policies.
• 24/7 support services and well-being resources.
• Access to UI Health Care specialists.
• Professional growth opportunities, including advanced training, leadership development, and tuition assistance.

Pay

Starting salary minimum: $43,890.00 (commensurate with experience).

Schedule

Full-time. Work modality: On Campus. Work hours will vary based on business needs.