Sales and Event Coordinator

1 month ago

Gainesville, United States Atlanta Botanical Garden Full time

Job Type

Full-time

Description

Sales:

  • Represents and sells the Garden facilities to private and corporate clients
  • Create, build, and maintain client relationships through solicitation, follow up calls, emails, notes, sales calls, and other avenues
  • Create proposals, contracts, banquet event orders and invoices in a timely fashion; create & distribute to all Garden departments.
  • Meet or exceed established Facility Rental revenue and profit goals
  • Work closely with Sales Manager to develop annual revenue and expense budgets, maintain effective collection practices, control event-related expense agreements incurred during the sales process impacting profit margins, track profit margins, and analyze revenue trends
  • Design and implement sales strategies to attract corporate and individual rental business
  • Exhibit thorough knowledge of the Garden's facilities and programs in order to effectively market the venue to clients
  • Responds to all inbound sales inquiries and handles various types of sales and administrative activities from initial point of contact through contract completion
  • Collaborate with Sales Manager and Marketing to develop a marketing plan to solicit business from various target audiences and design effective collateral materials to promote private event sales
  • Schedules site visits, final walk throughs and meetings with both internal and external clients
  • Listens diligently to client's needs and assist with overall event vision within the Garden's scope
  • Coordinates and communicates event details verbally and in writing using the highest customer service
  • Effectively communicates contracted sales to the Special Events operating team
  • Attend all booked events to greet the client and ensure the event details are executed accordingly
  • Responds to client concerns and stays available to troubleshoot day-of happenings with Garden event execution staff
  • Ensure the billing procedures are followed and the event is closed out properly
  • Follows up with client post-event and ensures survey is distributed
  • Attend networking events such as Chamber of Commerce, etc
  • Maintain effective working relationships with all departments and all levels of management, participating on cross-functional teams as necessary to develop strategic initiatives
Event Logistics:
  • Assumes Event Specialist responsibilities for all events
  • Maintains staff resource documents up to date and available for reference
  • Main contact for all internal events at Atlanta Botanical Garden, Gainesville
  • Acts as liaison between Sales and the Client throughout the event planning process
  • Obtains all event details as it pertains to the Garden (timelines, vendor information, setup, staffing, etc.)
  • Builds Banquet Event Orders, Resumes and Diagrams to capture all Garden details for the event
  • Creates timelines for all events to include but not limited to: Garden-wide public events, Membership Events,
  • Development Events, internal meetings and Private Events.
  • Works closely with Operations Team and other Garden Departments to ensure that all events are executed in a smooth and timely manner.
  • Ensures clients and vendors adhere to Garden environmental protection clauses during the event planning process
  • Delivers additional detail and provides any clarification to Garden event execution staff prior to event date
  • Assists as needed in day-of execution of events
  • Assist in hiring, training, Managing, directing, and training Event Specialist staff to ensure that the highest qualit service is received by our guests.
  • Monitor staff performance in all phases of service and job functions, ensuring that all procedures are carried out to departmental standards; rectify any deficiencies with respective personnel.
  • Create and manage event staff schedule
  • Distribute all relevant materials pertain to Special Events (Banquet Event orders, group resumes, timelines and diagrams) information weekly and daily to appropriate departments
  • Review final event paperwork and print documents to create Event Specialist packets
  • Create, print and distribute all private event signage
  • Manage all drink ticket orders and spreadsheet for private events
  • Main point of contact with Marketing to ensure department signage is up to garden standard
  • Work with Operations and Maintenance to ensure all equipment is in working order
Requirements

ALL candidates must meet the following necessary qualifications in order to be considered for an interview:
  • (1 - 2 years) in the event management or related professional area - required
  • At least 1 year experience working in Delphi, CI-TY or other event booking software is a PLUS
  • Excellent client and customer service skills,
  • Must be able to manage several projects at once, lead by example and direct employees in a fast paced environment.
  • Exceptional time management skills, adaptable to change in a fast paced environment.
  • Demonstrate excellent leadership, organizational and time management skills
  • Ability to communicate clearly, confidently and professionally with vendors and clients
  • May be required to work holidays, nights and weekend hours.
  • Very responsive both via email and phone


The above job duties and responsibilities describe the general nature and level of work for employees in this position, but this is not intended as an exclusive or all-inclusive inventory of all duties required of employees in this job.

It is the policy of the Atlanta Botanical Garden to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, reasonable accommodations will be made for qualified individuals with disabilities.

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