Event Sales Assistant Manager

3 weeks ago

Fort Mill, United States Leroy Springs & Company, Inc. Full time
OVERVIEW

The Event Sales Assistant Manager at Anne Springs Close Greenway is responsible for providing administrative support to the sales team. This position ensures the smooth functioning of sales and event operations by managing documentation, coordinating communication between clients and internal teams, and handling logistics for catered events and venue bookings. The admin plays a critical role in organizing and streamlining the processes that lead to successful events, from inquiries to post-event follow-up, while contributing to the overall sales efforts.

KEY FUNCTIONS

Client Communication Management
  • Serve as the main point of contact for clients inquiring about catering and venue services, responding to phone calls, emails, and online inquiries.
  • Assist in scheduling meetings or site visits with potential clients, ensuring prompt and professional responses.
Booking and Contract Coordination
  • Assist the sales team in creating and managing contracts, invoices, and booking details for catered events and venue reservations.
  • Ensure all documentation is accurate, complete, and properly filed for each client.
Event and Venue Scheduling
  • Manage event and venue calendars, ensuring no double bookings and coordinating availability for site visits and events.
  • Communicate event schedules and requirements to internal teams and vendors.
Sales Support
  • Provide administrative assistance to the catering and venue sales team, including preparing proposals, sales presentations, and follow-up communications.
  • Track potential leads and follow-up tasks to ensure timely responses.
Invoice and Payment Tracking
  • Assist in managing the invoicing process by preparing invoices for clients, tracking payments, and following up on overdue accounts.
  • Collaborate with the finance team to ensure accurate financial reporting for sales-related revenue.
Event Logistics Coordination
  • Help coordinate logistics for catering and venue events, including equipment, staffing, and menu preferences.
  • Communicate client-specific requirements to the operations and culinary teams to ensure smooth event execution.
Data Entry and CRM Management
  • Maintain an updated customer relationship management (CRM) system with client information, event details, and sales data.
  • Generate reports on sales performance and client satisfaction metrics.
Vendor and Supplier Coordination
  • Assist with coordinating outside vendors or suppliers for events, including florists, decorators, and entertainment.
  • Ensure contracts and agreements with third-party vendors are properly processed and documented.
Post-Event Follow-Up
  • Support the sales team in conducting post-event follow-ups with clients to gather feedback, address any concerns, and encourage repeat business.
  • Help document lessons learned and areas of improvement for future events.
KNOWLEDGE, SKILLS AND ABILITIES

Strong Organizational Skills

Key Abilities: Manage multiple tasks, schedules, and event documentation efficiently to ensure seamless coordination across departments and events.

Excellent Communication Skills

Key Abilities: Communicate effectively with clients, internal teams, and vendors, both in writing and verbally, ensuring clarity and professionalism.

Sales and Customer Service Knowledge

Key Abilities: Support the sales process by managing client inquiries, assisting with proposals, and ensuring exceptional customer service to close deals and retain clients.

Event Coordination and Logistics

Key Abilities: Coordinate event logistics such as scheduling, staffing, and catering needs, ensuring all elements are in place for successful event execution.

Proficiency in Office Software and CRM Systems

Key Abilities: Use office software and CRM tools to manage administrative tasks, track client interactions, and generate reports that support sales and event planning efforts.

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and or/ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education:

High school diploma or GED required. Associate's degree or relevant coursework in hospitality, business administration, event management, or a related field is preferred.

Experience:

Minimum of 2 years of experience in an administrative, event planning, or sales support role, preferably within the hospitality, catering, or venue management industries. Experience in managing client relationships and supporting sales teams is a plus.

Technical Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with customer relationship management (CRM) software or event management platforms.

Communication Skills:

Strong written and verbal communication skills. Ability to interact professionally with clients, vendors, and internal teams.

Organizational Skills:

Excellent organizational and time-management skills, with the ability to prioritize tasks and manage multiple events or projects simultaneously

Other Requirements:

Ability to work flexible hours, including evenings and weekends, depending on event schedules.

Strong attention to detail and a proactive approach to problem-solving.

Ability to work both independently and as part of a team.

REPORTING TO THIS POSITION

None

PHYSICAL REQUIREMENTS

Must be able to exert up to twenty-five pounds of force occasionally and/or a negligible amount of force to lift, carry, push, pull, or otherwise move objects when needed. Work includes time at the desk with calls and data input, as well as a significant amount of time on feet with site tours and planning visits. It may be necessary to remain on your feet for extended periods.

ABOUT US

Come work with us Leroy Springs & Co. is committed to providing fundamental access to recreation and education in the region home to the historic Springs Cotton Mills. We are a family of brands rooted in nonprofit recreation, with a legacy lasting more than 80 years and a long held belief that all people should benefit from affordable outdoor recreation, education and wellness opportunities.

By promoting the importance of the outdoors, recreation and education through all phases of life, we foster a sense of community and opportunities for people to come together. Opportunities can be found at Leroy Springs if you are interested in outdoor seasonal jobs, non-traditional education positions, or a segue into the nonprofit, golf or parks recreation industries.
  • FREE Anne Springs Close Greenway Membership
  • Employee discounts for Springmaid Mountain and more
  • Eligible to participate in WellSprings Employee Wellness Program
  • Enrollment in 401(k) retirement and savings plan option

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