Promotional Activities Coordinator

2 weeks ago

Austin, Texas, United States SoHo Experiential LLC Full time
Job Overview

The Event Marketing Manager plays a crucial role in overseeing all promotional activities within the market. This full-time position is essential for ensuring that each event is executed flawlessly while aligning with the overarching brand strategy. The role involves a variety of key tasks designed to enhance the effectiveness of each event while preserving the brand's integrity.


Core Responsibilities:
  • Oversee the planning, staffing, and logistics of all promotional events.
  • Act as the main liaison for a team of Promotional Specialists, providing assistance with scheduling, reporting, and necessary communications.
  • Conduct quality assurance checks to ensure that event execution meets client expectations.
  • Offer constructive feedback to enhance execution standards and outcomes for both On- and Off-Premise events.
  • Manage logistics for all promotions within the designated area.
  • Recruit potential Promotional Specialists during events.
  • Ensure that Promotional Specialists receive the required training and materials before events.
  • Oversee the inventory and storage of promotional materials.
  • Support the local sales team in promoting samplings based on provided account lists.
  • Assist with various brand and trade events, including:
    • Distributor/Brand Launches
    • Trade Engagement Activations
    • Regional Activations
    • Major Festivals
  • Ensure compliance with company and state regulations regarding events and staff.
  • Manage post-event tasks, including accurate event recaps and invoicing procedures.
  • Support the Field Marketing Manager and Territory Managers with sampling-related tasks.
  • Assist in organizing Brand Ambassador visits as needed.

Team Recruitment and Training:
  • Access a network of skilled staff for event execution.
  • Manage the event staff pool to adapt to changing business needs.
  • Ensure the flawless execution of events, including on-site sampling and consumer engagement.

Relationship Management:
  • Coordinate event schedules with account management prior to execution.
  • Engage with local sales teams, distributor partners, and retail partners regularly.
  • Collaborate with third-party agencies as required.
  • Maintain positive relationships with local sales teams and account management.
  • Build and maintain contact lists for accounts and distributor partners.

Financial Oversight:
  • Manage budgets for events.
  • Coordinate payments for supplies and bar tabs with account partners.
  • Oversee payroll processes for event staff.
  • Ensure timely submission and compliance of receipts.

Event Reporting:
  • Update event schedules in the Event Management System.
  • Review and approve event recaps promptly to ensure data accuracy.
  • Identify and report on key performance metrics.
  • Provide feedback on events and overall program effectiveness.
  • Work with Promotional Specialists to capture high-quality event photos.

Qualifications:
  • High School Diploma or GED.
  • Minimum of 2 years of experience in event management.
  • Experience in recruiting and staffing for events, with established relationships preferred.
  • Strong skills in budget management.
  • Excellent communication and problem-solving abilities.
  • Ability to manage multiple tasks effectively.
  • Outstanding organizational and presentation skills.
  • Experience in training is a plus.
  • Knowledge of the wine and spirits industry is essential.
  • Trade contacts are advantageous.
  • Experience with inventory management.
  • Self-motivated with strong leadership qualities.
  • Proficient in Microsoft Office Suite.
  • Reliable transportation is required.
  • Ability to lift and transport event materials.
  • Willingness to travel as needed.

What We Provide:
  • Competitive compensation.
  • Comprehensive benefits package including medical, vision, and dental coverage.
  • Generous paid time off policy.
  • Opportunities for professional growth and development.
  • A collaborative and supportive work environment.

SoHo Experiential LLC is committed to fostering a diverse workplace and is an equal opportunity employer.

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