What are the responsibilities and job description for the EVENT SALES COORDINATOR position at Longwood Gardens?
As one of the great gardens of the world located just 30 miles outside of Philadelphia, Longwood Gardens is rooted in a steadfast mission of bringing joy and inspiration to everyone through the beauty of nature, conservation, and learning. Across our many departments, each and every staff member creates the magic that makes our Gardens distinctive. Our team of dynamic professionals is what sets us apart, and our spirit of legacy, innovation, and opportunity is what guides us. While beauty is our heart, our people are our soul.
Longwood Gardens seeks a highly organized and proactive part-time Event Sales Coordinator to join our team. This role supports a variety of functions, including managing inquiries, assisting with contracts, coordinating site visits, and handling administrative tasks. Responsibilities include:
- Managing and cross-checking programming calendars and space bookings across all internal and external booking platforms
- Tracking and managing data by fielding initial inquiries and inputting leads into the Infor system
- Qualifying live leads through phone calls, reviewing initial details such as budget and Gardens policies
- Acting as a liaison to schedule client tours and communicate daily activities happening in event spaces and providing support during onsite client tours as needed
- Assisting with lead follow-up and tracking reasons for lost business
- Processing daily payment, filing receipt, and preparing materials for client tours
- Distributing marketing materials and assisting with research and management of new client prospects
- Supporting marketing efforts and events, including the creation and placement of signage and greeting and transporting clients as needed
- Assisting with onsite events, including capturing photos and videos of daily activities
The schedule varies and requires working a minimum average of 20 hours per week including evenings, weekends, and holidays.
The ideal candidate will possess:
- Experience in hospitality, sales, and event logistics and coordination are preferred
- Proficiency in navigating computer systems and quickly adapting to new technologies
- A creative eye for capturing photos and videos, with basic graphic design skills is preferred
- Strong communication and interpersonal skills, with the ability to collaborate effectively with internal teams, clients, and vendors
- Highly detail-oriented, customer-focused, and passionate about event coordination
- Ability to lift up to 20 pounds and stand and walk for extended periods
- Ability to work outdoors in varying weather conditions.
Longwood Gardens is committed to nurturing a diverse and inclusive environment that celebrates the complexities and differences of all living things. We welcome and respect diverse backgrounds, life experiences, and perspectives. Diversity creates a more beautiful world, sparks innovation, and unites us.
