JOB DESCRIPTION: VENUE & SALES COORDINATOR

The Venue & Sales Coordinator (VSC) will manage TwoFortyThirty, a unique New York City Private Venue & Art Gallery. The VSC will work alongside the Managing Partner, Michael Cerbelli, as well as the Managing Director, to oversee a portfolio of high-end events. The candidate must work independently and professionally, communicating directly with clients to plan and execute corporate, social, and brand events, as well as TV & Movie Productions, and non-profit events to name a few.

The VSC is responsible for leading the sales development, event planning, and execution of events that take place at TwoFortyThirty, while also ensuring that the venue is kept in pristine condition. Having the ability to multi-task will be a major key to success. The VSC will be working alongside team members to drive an event from brief to delivery. They must be creative and enjoy working within a small, dynamic environment that is fast-paced and demanding. 

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication and organizational skills, while having the ability to maintain a realistic balance among multiple priorities and quick to reply to leads and client needs. They will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The VSC will lead all scheduled events, projects, vendors, and resources, while sourcing the right talents, both internally and externally, to fulfill projects to the highest standards. They create timing plans and budgets within our time and tracking system, assume responsibility for the review and approval process of creative output, and ensure the projects they own, run on time and within budget.

The premier candidate will need to be great with creative teams and vendors alike, hardworking, and passionate about creative and producing the best events. Someone who really respects and understands that although creativity needs freedom, it also needs to follow a framework and process to allow it to thrive.

The VSC should have meticulous attention to detail and be responsible for the overall look and feel of TwoFortyThirty. They should have excellent communication and organizational skills, understand the importance of the profitability of projects for the agency, and will need to prove themselves as organized on the day-to-day running of multiple prestigious projects. They will also be responsible for attending networking events to help drive the sales and inquiries that TwoFortyThirty requires.

Most importantly, this role requires a courteous, positive, and high-energy individual with great people skills. We value hard work, and we want to have fun doing it.

Responsibilities include, but are not limited to:

Venue Coordination

· Develop and maintain strategic partner and vendor relationships

· Order and maintain event inventory to ensure the venue is at its peak appearance

· Oversee and manage all events hosted at TwoFortyThirty, including assisting clients with all event activities related to TwoFortyThirty such as vendor management and referrals, security, cleaning, event set-up, etc…

· Coordinate details of events to determine and ensure event-related requirements are met regarding security, AV, equipment, and maintenance

· Handle all areas of event development and execution including concept development, budget management, site selection, contract negotiations, vendor management, décor, audiovisual, food and beverage, activities, entertainment, agenda development, COIs, Liquor Permits, etc… for all events

· Prepare planning documents such as timeline, production schedule, and floorplans

· Serve as a liaison and point of contact with vendors on event-related matters

· Attend and lead client meetings, conference calls, and site visits

· Assist with managing on-site production and clean-up for events

· Coordinate suppliers, handle client queries and troubleshooting on the day of the event to ensure that all runs smoothly

· Schedule the support team to assist at events, while staying within budget

· Independently oversee the planning of all types of events to meet client goals

· Assist the Cerbelli Creative event team, and other TwoFortyThirty occupants with any of their venue needs, such as client meetings, showings, tastings, and similar 

· Fully responsible for all artwork, lighting, music, additional technology, and equipment

· Assist with various tasks within the building, such as: organizing catering kitchens, inventories, and the basement; scheduling maintenance staff for projects; escorting maintenance staff through the building, etc… 

· Working knowledge around Certificates of Insurance

· Assist with getting the rooftop permitted in 2025

· Be on-site for all events, including load-in and load-out

Sales Coordination

· Work with the Managing Director to develop sales, marketing, and financial plans, as well as materials and goals for the venue

· Actively solicit and secure new clients, via online and in-person

· Manage venue and individual event budgets and reconciliations

· Direct and execute sales strategies, and sales goals, while overseeing client interaction throughout each event cycle

· Effectively design, produce, and manage social and corporate events from concept to completion including proposal writing, verbal proposal presentation, production and planning, and event day execution

· Keep track of upcoming deadlines, events, and agenda items that require action

· Fully responsible for the entire building calendar thus avoiding any double bookings

· Assist with organizing special events including scheduling and liaising with external service providers to coordinate facilities, equipment, and set-up.

· Conduct research prior to site visits, and find resources to help clients make decisions about event possibilities within the venue

· Maintain the integrity of the brand while creating more brand awareness 

· Other duties as directed and required by the Managing Director

Qualifications

· ONE-to-THREE years of producing high-end events and managing event venue sales

· Proven track record of producing multiple complex projects at once

· Ability to work long days, evenings, weekends, holidays, and/or 6-day workweeks, when required, based on the overall needs of the business

· Requires occasional lifting of up to 40 pounds in weight, 10 pounds frequently

· Subject to wet floors, temperature extremes, and excessive noise

· Ability to work in a fast-paced environment & handle multiple projects simultaneously and promptly, while maintaining strong attention to detail and accuracy

· Ability to "paint a picture" using words, graphics, and photographs for clients

· Proficient in using the latest versions of Microsoft Word, Excel, and PowerPoint

· Ability to navigate complex environments & help build relationships with stakeholders

· Proven success in the ability to lead and motivate a team

· Exceptional verbal and written communication skills

· Proven contacts or relationships with potential event venue clients or production companies that represent clients

· The ability to handle multiple tasks with organization and accuracy

· Proven strong negotiating skills

· Experience managing or producing corporate events, including conferences

· Knowledge and experience of virtual event production – platforms, industry trends, new and innovative technologies

· Exceptional people skills. The ability to inspire confidence and trust, and to convey integrity, and experience

· A collaborative, team-oriented attitude

· Flexibility, patience, and an ability to deal diplomatically with any situation

· Experience dealing with celebrities and high-net-worth individuals 

Preferred

· ServSafe or NYC Health Dept. Certification

· ATAP Certification

· Strong Network and/or Social Following

· A Lover of the Arts

· An Eye for Style

· A Self-Motivator

· Understands Technology and Lighting

Technical Knowledge

· Zoom, WebEx, Microsoft Teams, Google Meet, & other virtual conference platforms

· Keynote

· Dropbox

· Slack

· Google Drive

· Email Campaign Systems (i.e. MailChimp)

· Microsoft Office

· QuickBooks

Due to the nature of this position and its overall responsibilities to the venue, this role is 100% ON-SITE.

EOE/AA/M/F/Vets/Disabled

This job description is not all-inclusive. In addition, management reserves the right to amend this job description at any time.

Compensation

· $65,000 to $70,000 Annually

· Commissions on Sales Revenues

· Potential for End-of-Year Bonus (Profit Sharing)

· MacBook Provided

· Vacation/PTO, Sick Days, Holidays, & Office Closures

· Eligibility for Healthcare and 401k after an introductory period