What are the responsibilities and job description for the Event Sales Coordinator position at Cipriani?
POSITION PURPOSE
We are seeking a hospitality-focused and highly organized individual to join our team as an Event Sales Coordinator. This role is essential in supporting the event sales team by managing client communications, processing contracts, coordinating logistics, and ensuring smooth execution of event bookings. The ideal candidate will have strong administrative skills, attention to detail, and a customer-first mindset.
ESSENTIAL FUNCTIONS AND DUTIES:
- Record and assign incoming inquiries for private events.
- Schedule and confirm appointments and site visits for clients, managing calendars for the event sales team.
- Prepare, track, and revise event contracts, agreements, and deposit invoices based on client specifications and sales recommendations.
- Maintain deposit collections process and finalize event data for closure.
- Generate and modify Banquet Event Orders (BEOs) and event diagrams using Tripleseat software.
- Facilitate communication between clients, event staff, and vendors to ensure all logistical arrangements are in place.
- Track vendor activity and maintain organized records of contracts, payments, and COI’s
- Prepare weekly sales, operations, and financial reports as requested by management.
- Assist with creating event timelines, floor plans, seating arrangements, and operational procedures.
- Coordinate and maintain a calendar of cultural events and relevant happenings.
- Provide excellent customer service throughout the event planning process, proactively addressing client inquiries and special requests.
- Participate in finance and accounting meetings to review venue finances.
KNOWLEDGE, EXPERIENCE, AND SKILLS:
- A bachelor’s degree in hospitality management, marketing, or a similar field is preferred. Extra training or certification in event planning, business, or hospitality is a bonus.
- At least 1 years of experience in event planning, hospitality, sales support, or office work. A mix of education and experience is also acceptable.
- Must be comfortable using Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience with Tripleseat software is a big plus.
- Strong speaking and writing skills, a customer-friendly attitude, and the ability to build good relationships with clients.
- Able to collect and organize information, keep accurate records, and complete tasks on time.
- Can handle multiple tasks, set priorities, and meet deadlines.
- Professionalism: A positive attitude, strong work ethic, and ability to work both alone and with a team.
PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:
- Ability to move around the office to perform administrative tasks, including walking to and from the restaurant different areas to the office.
- Extended periods of working at a computer, including typing, entering data, and using office software.
- Strong verbal communication skills for interacting with clients, colleagues, and management in person, over the phone, and via email.
- Auditory and visual abilities to observe and detect signs of emergency situations.
- Should be able to lift and carry boxes weighing up to 25 pounds.
INTENT AND FUNCTION OF JOB DESCRIPTIONS
All descriptions have been reviewed to ensure that only essential functions and
basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.
Cipriani is an equal opportunity employer.
Salary : $18 - $20
