What are the responsibilities and job description for the Town Hall Events Coordinator position at Castle Group?
Overview:
Event Coordination
Venue Management:
Administrative Duties
Education & Experience:
Experience/Knowledge/Skills:
Soft Skills:
Skills and Abilities
Travel and availability requirements
Physical requirements
Working Conditions:
We are seeking a motivated and experienced professional to manage all events and rentals at Tradition Town Hall. This role is integral to the success of our venue, encompassing all aspects of sales, marketing, coordination, and communication. The ideal candidate will drive venue bookings, ensure flawless execution of events, and develop strategies to maximize revenue and client satisfaction
Responsibilities:
Sales & Marketing
- Manage all inquiries and leads, follow up promptly, and convert leads into confirmed bookings.
- Create and execute marketing campaigns, including social media content and advertisements on platforms like Meta Business Suite, The Knot, and other wedding/event-focused outlets.
- Develop and implement sales strategies to increase bookings, including targeted outreach and promotions.
- Monitor online inquiries, reviews, and questions, ensuring timely and professional responses.
Event Coordination
- Prepare contracts and invoices, manage client correspondence, and oversee the countersigning process.
- Collaborate with clients to finalize event details and requirements.
- Coordinate event setup needs and day-of logistics with the onsite Town Hall Attendant.
- Ensure all vendor requirements and client requests are communicated and met.
Venue Management:
- In conjunction with the Town Hall Attendant, maintain the venue's appearance and functionality.
- Coordinate with the Property Management team to address any facility issues.
- Recommend updates to standard operating procedures for venue operations when needed.
Administrative Duties
- Maintain and update event management software (TripleSeat) with all client information, contracts, and event details.
- Track revenue and sales metrics to report progress to the Director of Events.
- Monitor and manage event calendars to ensure optimal scheduling and efficient operations.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education & Experience:
- High school diploma or equivalency required. Associate’s or bachelor’s degree in Event Management, Hospitality, or a related field preferred.
- At least two years of experience in event sales or venue management, with a proven track record of successful bookings.
- Proficiency with event management tools like TripleSeat and marketing platforms such as Google Workspace, Meta Business Suite, and Microsoft Office.
Experience/Knowledge/Skills:
Strong knowledge of event coordination, including timelines, vendor relations, and client communication.- Sales expertise, particularly in generating leads and closing deals.
- Marketing skills, including content creation, campaign management, and audience engagement.
- Familiarity with revenue tracking.
Soft Skills:
- Exceptional communication and interpersonal skills.
- Strong organizational abilities and attention to detail.
- Self-starter mentality with the ability to work independently and take initiative.
- Problem-solving skills to handle unexpected challenges during events.
Skills and Abilities
Language Skills
English is required. Multiple language fluency is desirable.
Travel and availability requirements
- May be required to travel for training sessions off-site on an ad-hoc basis
Physical requirements
- Ability to lift 50 lbs. and move event materials as needed.
- Work in an upright standing or sitting position for long periods of time.
- Handle, grasp and lift objects and packages
- Extensive use of fingers for typing and visual use of the computer monitor. Reach with hands and arms.
- Communicate, receive and exchange ideas and information by means of spoken and written words.
- Ability to quickly and easily navigate the property/building as required to meet the job functions.
- Complete all required forms.
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions:
- The majority of work will be completed indoors in a temperature-controlled environment with little to moderate noise levels.
- May require outdoor site visits on an occasional basis.
