Sales and Event Coordinator

Sales and Event Coordinator

This role is responsible for the entire lifecycle of the client experience. From event inquiry to event fulfillment. It is critical that the person in this role is invested in the client experience. You should have the ability to book events by gaining the clients trust and deliver an event experience that will delight and hold an amazing memory for them.

Responsibilities

Sales

• Drive sales lead engagement conversations from initial contact and provide the needed insight about the Millcreek Inn event experience
• Conduct venue tours for prospective clients
• Create new contracts and client files
• Responsible for hitting sales targets, and tracking all client engagements
• Reliable use and optimize the CRM system (i.e. , Microsoft Dynamics 365 Sales) to track lead to fulfillment for all clients
• Electronic management of all contracts, and update contract details as client event details are refined
• Understand our client's needs and desires to further refine sales opportunities in detail meeting sessions
• Schedule and conduct Detail Meetings 6-8 weeks prior to an event
• Finalize guest count and payment with clients
• Ensures accurate guest count, service, and bar reconciliation for final billing
• Update final billing after events

Marketing

• Responsible for the relationship with Marketing vendors and ongoing management
• Responsible for content updates to website and social media channels in partnership with marketing vendor
• Manage customer relationships and seek feedback that could be used for marketing support
• Understand the client's needs to be sure marketing information is appropriately focused.

Event Management and Coordination

• Review function sheet and become familiar with all event details
• Schedule servers for event needs and manage serve staff
• Update event information as needed
• Review final files each week leading up to the event
• Prioritize to-do list for event set-up and delegate responsibilities to staff for setup event, event service and clean up
• Greet client and respond to their needs throughout the event
• Orchestrate & execute event including guest arrival, facility setup, rehearsal, ceremony, dinner service, and cake cut
• Coordinate vendor arrival timeline and execution including correct placement of all planned items
• Work with client, staff, and kitchen to ensure successful event experiences
• Deliver quality events and meet or exceed client's expectations
• Communicate with client consistently
• Ensure all details of the event, including those of the vendor and clients are coordinated to client expectation and coordinate for efficient event execution
• Update event information on an ongoing basis

Administrative Responsibilities

• Summarize event in detail notes after the event for future reference
• Answer phone call, emails, and voicemails during business hours.
• Mange client files for through event documentation
• Train servers & bartenders in all aspects of job to ensure excellent client service
• Meet weekly for operations meetings
• Provide a positive atmosphere that allows growth and excellence for employees which cultivates excellent client service
• Coordinate all event orders (excluding kitchen and food items)
• Track alcohol and linen inventory weekly
• Place all bar and linen orders weekly
• Assist and update the Operations Manager with maintenance, building, equipment and grounds needs to ensure excellent care for property and assets
• Ensure all event amenities are in proper condition for events and stored properly
• Work with vendors to maintain and build business relationships and coordinate for outstanding event execution

Job Type: Full-time

Pay: $50, $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Weekends as needed

Work Location: In person