Demo

Wedding Sales and Event Specialist

Aviva Hospitality Group
Mendon, MA Full Time
POSTED ON 12/10/2024
AVAILABLE BEFORE 2/10/2025
SALES AND EVENT SPECIALIST – JOB DESCRIPTION
 
SUMMARY

Sales and Event Specialist for a charming wedding venue who will be an integral part of the executive team responsible for selling events adhering to the Venue’s guidelines and planning and executing events. 

Our Mission

Welcome to Grand View, a stand-alone catering business, offering banquet services in Mendon, Massachusetts], owned by Aviva Event Spaces and managed by Aviva Hospitality Group (AHG).

Aviva Event Spaces is in the business of providing “spaces” where people can get together and celebrate. We not only provide the space, but also the sustenance and the service, all together forming an unforgettable experience in an unforgettable location. How do we do this? In its simplest form, we find irreplaceable locations and hire teams all who have one basic trait in common – a service mindset

“I slept and dreamt that life was joy. I awoke and saw that life was service. I acted and behold, service was joy.”  Rabindranath Tagore

To be in the hospitality business, it is imperative to have a service mindset. Hospitality is defined as “the generous reception and entertainment of guests, visitors or strangers.”  This is what we do. Our vision is to have our each of our venues rank the highest in its relative market in terms of hospitality.

REPORTING STRUCTURE

Reports to:

General Manager

Direct reports:

Event Managers

Bridal Attendants/Head Servers

HOURS

Full Time including Weekends
 
SALARY

Base Salary plus Commissions and Performance Based Bonus
 

POSITION DETAILS

Sales Accountabilities:
 
●        Promptly answer incoming inquiries and booking in‐person sales meetings (or when a necessary alternative, virtual meetings)
●        Monitor availability and maximize the utilization and revenues of the Venue
●        Conduct property tours (weekdays and weekends) and help potential clients visualize their event
●        Work within the client’s budget and AHG guidelines to create customized event pricing and packages when necessary
●        Maximize the exposure for the property – through public relations, networking and social media in a coordinated effort with your colleagues
●        Ensure there is coverage to answer calls, greet walk‐ins, conduct tours, and handle any and all client concerns
●        Solicit corporate business through networking and active follow up (as directed)
●        Maintain relationships with repeat clients
●        Work with your colleagues to document necessary details, special requests, and logistics to ensure the flawless execution of service during the event
●        Demonstrate proficiency in software programs and social media including, but not limited to, Caterease, Active Campaign, Instagram, and others
●        Attend regular sales and management meetings with the leadership team 
●        Represent the Venue at industry events
●        Stay aware and up-to-date / ahead of industry trends – shop the competition often and be prepared to discuss and support any potential suggestions/changes to Venue’s pricing and offerings
●        Maintain the office paperwork and any calendars in proper condition including maintaining a lead, tour, closing log/calendar, collecting relevant sales data and distributing, maintaining financial records, and collecting and recording payments as per deposit schedules
●        Train, develop, and mentor new staff
●        Perform other tasks from time to time as requested by the General Manager or AHG
 

Event Accountabilities:
 
●        Process new event bookings, including creating physical/digital folders and detailing new accounts in Caterease; updating files, compiling, and distributing detail calendar to department heads
●        Communicate in a timely and professional way with clients throughout the planning process, noting all decisions with diligence and organization
●        Ensure timely payment and processing of client deposits and final payments by generating receipts, making bank deposits, and updating daily and weekly reports
●        Process all event cancellations and changes to booked events, updating the event calendar and associated reports accordingly
●        Complete vendor confirmations for upcoming events including obtaining Certificates of Insurance well in advance of the day of the event and obtaining permissions as needed to use their content in our marketing collateral
●        Coordinate, manage and execute final meetings, food tastings, wedding rehearsals, and décor drop off/pick‐ups specific to your clients’ needs
●        Create, distribute, and present fully detailed Banquet Event Orders to your colleagues
●        Prepare event specific floor plans, timelines, meal count confirmations, event place cards, and other event specific requirements for your assigned clients
●        On the day of event, lead with confidence, a warm demeanor, and professionalism to ensure the flawless execution of your clients’ event
●        Work with your team to prepare and distribute Event Recap to Management Team
●        Prepare and distribute timely closing packets to management
●        Organize, collect and monitor event reviews and testimonials on Social Media outlets like Instagram, Facebook, Google, etc. and on websites including The Knot and Wedding Wire
●        Perform other tasks from time to time as requested by the General Manager or Owners

 
POSITION REQUIREMENTS

●        Bachelor’s degree (preferred)
●        Hospitality industry experience (required)
●        Minimum of three years’ experience in a similar role
●        Professional, warm and welcoming demeanor
●        Professional appearance and presence
●        Strong leadership characteristics, ability to enforce rules and regulations, and to be proactive
●        Excellent organization and time management skills 
●        Willing to work weekends and have a flexible schedule
●        ServSafe Certification, TIPS, Allergen Certification, CPR/First Aid, Anti-discrimination/Harassment Training.
●        Able to work independently and in a team environment, taking direction from General Manager and AHG
●        Able to speak, read, write and understand English 

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