Event Sales Administrative Coordinator

2 weeks 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, particularly for military families and local residents. Our success is driven by the commitment and loyalty of our team, affectionately known as Ohana. With nearly 300 employees, we proudly stand as one of Hawaii's largest locally-owned restaurant operators, striving to make a positive impact in our community by fostering a supportive workplace.

As a result of our success, the 604 family has expanded to include several restaurant concepts, each offering a unique dining experience characterized by great food, live entertainment, stunning views, and outstanding service.


POSITION SUMMARY
The Special Events Sales Assistant plays a crucial role in providing administrative support to ensure the smooth operation of our office. This position involves managing various administrative tasks related to client inquiries and correspondence, as well as overseeing daily office responsibilities, including calendar management and on-site client assistance for special events across all 604 Hospitality locations.
KEY RESPONSIBILITIES:
  • Deliver administrative support to the sales and special events team to facilitate efficient office operations.
  • Handle phone inquiries, respond to emails, schedule meetings, and manage team calendar events.
  • Assist clients with inquiries, ensuring accurate company knowledge to achieve guest satisfaction and operational consistency.
  • Support the events team with invoicing, payment collection, and arranging property tours as necessary.
  • Perform administrative tasks such as filing, typing, copying, binding, and scanning.
  • Maintain professional communication via phone, email, and mail.
  • Assist the events team with various organizational tasks and errands.
  • Monitor and manage office supply inventory, anticipating needs and fulfilling orders.
  • Help develop and maintain business relationships with clients, including local businesses and community organizations.
  • Oversee opening and closing duties to ensure proper completion and cleanliness of the office area.
  • Assist with inventory management for banquet and event items.
  • Provide excellent customer service to guests and leadership to team members.
  • Support the preparation of monthly and annual sales reports as required.
  • Facilitate site tours for prospective clients.
  • Collaborate closely with management to ensure a seamless event experience.
  • Promote special event business through various outreach efforts, including advertising and relationship building.
  • Assist in preparing invoices and securing client confirmations for payments.
  • Work with the VP of Sales and Marketing to maintain an updated pricing sheet for all services.
  • Gather event specifications, including date, time, duration, headcount, and menu details.
  • Review function sheets for upcoming events to ensure all requirements are met.
  • Coordinate event services such as signage, displays, and security.
  • Collaborate with event management to synchronize setup details and staffing.
  • Ensure thorough inspection of event spaces prior to functions.
  • Be available for extended hours as needed, including evenings and weekends.
  • Adhere to the company's dress code for administrative and event days.
  • Perform additional duties as assigned.

QUALIFICATIONS:
  • Ability to multitask with strong organizational and analytical 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 Google Suite and other relevant software.
  • Valid driver's license and a clean driving record.
  • Physical ability to sit for extended periods and occasionally lift up to 35 pounds.

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