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Event Sales Coordinator

2 months ago

Mililani Town, Hawaii, United States 604 Hospitality Group Full time
Job Overview

Company Background
Established in 2016, 604 Hospitality Group is dedicated to providing exceptional waterfront dining experiences for military families, local residents, and visitors alike. Our success is attributed to the loyalty and commitment of our team, affectionately known as Ohana. With nearly 300 team members, we proudly stand as one of Hawaii's largest locally-owned restaurant operators, striving to positively impact our community by being a top workplace in the region.

Our success has led to the growth of the 604 family of restaurants, which includes 604 Express, The Beach House by 604, Mangiamo by 604, 60fore Bar & Grill, 604 Ale House, and 604 Clubhouse. Each of our establishments offers a delightful experience featuring delicious cuisine, live entertainment, stunning views, and outstanding service delivered with Aloha.


Position Summary
The Event Sales Coordinator plays a crucial role in providing administrative assistance to ensure smooth office operations. This position is responsible for various administrative tasks related to client inquiries and correspondence, managing daily office responsibilities, including calendar oversight and on-site client support for special events across all 604 Hospitality locations.
Key Responsibilities:
  • Provide administrative assistance to the sales and special events team to facilitate efficient office operations.
  • Handle phone calls and inquiries, respond to emails, schedule meetings, and communicate team calendar events effectively.
  • Assist clientele with accurate company information, ensuring guest satisfaction and operational consistency.
  • Support event team members with invoicing, payment collection, and arranging property tours as necessary.
  • Perform administrative tasks such as filing, typing, copying, binding, and scanning.
  • Maintain professional correspondence via phone, email, and mail.
  • Assist the events team with tasks and errands related to organizational needs.
  • Monitor office supply inventory, anticipate needed supplies, and manage orders accordingly.
  • Help event team members develop new business relationships within the community, including local businesses and military associations.
  • Oversee opening and closing duties to ensure proper completion and maintenance of office cleanliness.
  • Assist with inventory management for banquet and event items.
  • Deliver excellent customer service to guests and provide leadership to reporting employees.
  • Support the preparation of monthly and annual sales reports as required.
  • Facilitate site tours for the event team.
  • Collaborate closely with BOH and FOH Management to ensure a seamless guest experience.
  • Engage in promoting special event business through various outreach activities.
  • Assist in preparing invoices and securing customer confirmations for payments.
  • Support the VP of Sales and Marketing in maintaining an updated price sheet for all billable products and services.
  • Gather all necessary specifications and information regarding events, including date, time, duration, headcount, and menu.
  • Review function sheets for upcoming events to ensure all requirements are understood.
  • Coordinate event services such as signage, displays, and special needs requirements.
  • Collaborate with location event management to synchronize event setup and staffing.
  • Work professionally with the Executive Chef and management for effective event handoffs.
  • Ensure inspection of event spaces prior to functions to confirm compliance with function sheets.
  • Availability for extended hours, including evenings, holidays, and weekends, may be required.
  • Adhere to the company dress code, maintaining a professional appearance at all times.
  • Perform additional duties as assigned.

Qualifications:
  • Ability to multitask with strong organizational, analytical, and reporting skills.
  • Positive attendance and work performance record.
  • Experience in supply management and inventory control.
  • Attention to detail and ability to meet critical deadlines.
  • Proficient in computer and administrative tasks, particularly with G-Suite applications.
  • Capability to work long hours, including weekends and holidays.
  • Excellent communication and interpersonal skills, demonstrating professionalism and Aloha.
  • Maintain confidentiality at all times.

Education and Requirements:
  • High school diploma or equivalent required.
  • Minimum of 3 years of experience in an administrative role.
  • Familiarity with relevant software, including Google Suite.
  • Valid driver's license and current automobile insurance.
  • Ability to sit for extended periods and occasionally lift up to 35 pounds.