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Events Sales Coordinator

4 months ago

North Conway, United States CM Resort, LLC Full time

SUMMARY

The Events & Sales Coordinator is responsible for organizing, planning, and overseeing the execution of resort-wide events and functions, including all logistics. These responsibilities will include nighttime activities and require working some evening hours. Work independently and frequently unsupervised to service groups, upsell additional products, and negotiate rates as necessary to close the sale. This position will work closely with the Sales and Marketing teams, and the Food & Beverage department, to promote and implement all events and activities. The goal of Events is to increase skiers/skier visits, strengthen our brand positioning, add to guests’ experience that day, lengthen our season, and gain additional media exposure. This position supports all Cranmore marketing efforts to increase cross-sell, up-sell, and other merchandising opportunities. This position will also participate in job sharing to coordinate the fulfillment of group sales services as deemed necessary. As a customer-focused organization, a crucial part of each employee’s job is to get and keep guests.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

Manage all Cranmore functions and events. Plan, execute, and be on-site to greet and troubleshoot throughout events.

Oversee any additional staff/volunteers needed.

Manage day and overnight groups, international groups, corporate Cranmore functions, motor coach, youth groups, weddings, and ski show details.

Work with the Marketing Department to publicize events before and after they take place.

Coordinate with all Cranmore departments and outside vendors to book lodging, recreation, food and beverage, transportation, and activities for events.

Coordinate day and overnight groups, international groups, corporate Cranmore functions, motor coach, youth groups, weddings, and ski show details. This will include nighttime activities and require working some evening hours.

Work independently and frequently unsupervised to service groups, upsell to additional products, and negotiate rates as necessary to close the sale.

Oversee any additional staff/volunteers needed including seasonal staff responsible for promoting events and resort offerings.

Attending all interdepartmental meetings and communication, including taking notes.

Work directly with the Director of Sales and Events to create and maintain accurate and timely sales records and function sheets for upcoming groups.

Coordinate ticketing, invoicing, and account reconciliation for all groups and functions.

Work with Cranmore departments and outside vendors to make necessary arrangements for all groups.

Work with Lafrance Hospitality and Sodexo sales teams to coordinate function and group resort needs.

Attend and participate in Sales meetings regularly and take minutes as requested.

Attend ski shows and/or ski club presentations upon request and as directed by the Director of Sales and Events

Assist in the facilitation of the shop and lodging program.

Coordinate all on-site needs for event and resort sponsors. Ensure all contractual obligations are met. Sponsor reports will be written providing photos and proof of obligations.

Distribute event fact sheets to be distributed to all departments at least one week before the event.

Work with Public Relations staff to publicize events before and after they take place.

Perform other duties as required.

Contribute to team effort by participating in job sharing, assuming responsibility for the cleanliness of the resort and the safety of guests and employees; participating in safety meetings; accepting diverse assignments; and maintaining a positive and friendly attitude and demeanor in all internal and external interactions.

Meet service-level objectives and department goals as set forth by the immediate supervisor.

Flexible working hours; including holidays and weekends.

Open, close & reconcile sales points daily.

GENERAL ACCOUNTABILITIES

Hire, motivate, evaluate, and direct staff to ensure adequate guidance and resources to accomplish established goals and objectives. Ensure all employees receive training support, guidance, feedback, and necessary resources.

Maintain and enhance a guest-focused culture in all areas of responsibility.

Maintain schedules in compliance with regulations and authorities having jurisdiction; manage responsibilities in compliance with resort safety policies.

Maintain current status on legal issues and technological advances that impact the industry; maintain awareness of the scope and progress of competition.

Effective communication skills with all levels of employees, guests, and all other outside contacts.

Ability to delegate responsibility, motivate, and lead direct reports to achieve goals and objectives.

Familiarity with state and federal environmental standards and OSHA regulations.

Understanding of corporate and resort-specific policies and procedures.

Exercise discretion & judgment about the coordination of groups. Familiarity with state and federal environmental standards and OSHA regulations.

Understanding of corporate and resort-specific policies and procedures.

RESPONSIBILITIES TO SAFETY

Protect the safety of self, co-workers, and Cranmore Mountain Resort guests and assets at all times.

Report any potentially harmful equipment or situations to the immediate supervisor without delay.

Report safety-related accidents and incidents at once to the immediate supervisor.

Follow all company and department safety policies and procedures.

Operate equipment in a safe manner that will not lead to injury to you or others.

Drive by the law and Cranmore Mountain Resort policies.

SUPERVISORY RESPONSIBILITIES

Oversee Event Coordinator and hourly Event Helpers. May oversee help from other departments to execute events. May oversee and work with staff from outside vendors while executing events. May work with internal and external design and agency resources to execute marketing materials.

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 and/or EXPERIENCE

Bachelor's degree (B.A.) from a four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience. Experience with phone sales with intermediate to advanced working knowledge of MS Office, Siriusware, Excel, and ACT.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Ability to interpret company policies. Ability to exercise independent judgment and discretion about matters of significance.

MATHEMATICAL SKILLS

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

SCHEDULING

Events and Sales Coordinator is a full-time position with a minimum of 40 hours per week. Hours vary based on season and business volumes. The typical schedule is 5 days a week, 8-9 hours a day, between the hours of 8 am and 8 pm. Weekends, holidays, and vacation weeks are included.

While performing the duties of this job, the employee is frequently exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts, fumes, or airborne particles, and risk of electrical shock. The noise level in the work environment is usually moderate.

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