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Event Sales Administrative 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 an exceptional waterfront dining experience for military families, local residents, and visitors alike. Our commitment to quality service and community engagement has allowed us to grow into one of Hawaii's largest locally-owned restaurant operators, employing nearly 300 dedicated team members.

Our diverse family of restaurants includes 604 Express, The Beach House by 604, Mangiamo by 604, 60fore Bar & Grill, 604 Ale House, and 604 Clubhouse, all of which offer a delightful atmosphere complemented by great food, live music, stunning views, and service delivered with Aloha.


Position Summary
The Event Sales Administrative Coordinator plays a vital role in supporting the sales and special events team by ensuring smooth office operations. This position involves various administrative responsibilities related to client inquiries and correspondence, alongside daily office tasks such as calendar management and on-site client assistance for special events across all 604 Hospitality locations.
Key Responsibilities:
  • Provide administrative assistance to the sales and special events team to facilitate efficient office functions.
  • Manage phone calls and inquiries, respond to emails, schedule meetings, and maintain the team calendar.
  • Deliver accurate information to clients, ensuring satisfaction and operational consistency.
  • Assist team members with invoicing, payment collection, and property tours as required.
  • Perform administrative tasks including filing, typing, copying, binding, and scanning.
  • Maintain professional communication through phone, email, and mail.
  • Support the events team with various organizational tasks and errands.
  • Monitor and manage office supply inventory, anticipating needs and fulfilling orders.
  • Help the events team cultivate new business relationships within the community, including local businesses and military associations.
  • Oversee opening and closing duties to ensure office cleanliness and maintenance.
  • Assist with inventory management for banquet and event supplies.
  • Provide outstanding customer service to guests and leadership to team members.
  • Contribute to the preparation of monthly and annual sales reports as needed.
  • Facilitate site tours for potential clients.
  • Collaborate closely with back-of-house and front-of-house management to ensure a seamless event experience.
  • Engage in promoting special event business through various outreach methods.
  • Assist in preparing invoices and securing customer confirmations.
  • Support the VP of Sales and Marketing in maintaining an updated pricing sheet for services and products.
  • Gather all necessary specifications for events, including date, time, duration, headcount, and menu.
  • Review function sheets for upcoming events to ensure all requirements are met.
  • Coordinate event services such as signage, displays, and special needs.
  • Work with location event management to synchronize setup details and staffing.
  • Collaborate with the Executive Chef and management for effective event execution.
  • Inspect event areas prior to functions to ensure compliance with requirements.
  • Be available for extended hours, including evenings, holidays, and weekends as necessary.
  • Adhere to the company's dress code during administrative and event days.
  • Perform additional duties as assigned.

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

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.
  • Physical ability to sit for extended periods and occasionally lift up to 35 pounds.