Sales and Event Coordinator

Overview
We are seeking a detail-oriented and proactive Event Coordinator to join our team. The ideal candidate will be responsible for planning and executing a variety of events, ensuring they run smoothly and successfully. Supporting sales managers in catering to group and meeting/event clients is essential to ensuring all event and room requirements are thoroughly documented. In collaboration with the sales managers, you will help secure and coordinate all meeting/event details for our clients. As the first point of contact, you will be there to answer calls and greet walk-ins. At times, you will serve as a crucial link between sales managers and customers to ensure complete satisfaction. Additionally, you will play a key role in leading the banquet servers and serving as the point of contact on the day of the event. Together, let's bring these events to life!

Duties

· Support Sales Managers with group and meeting/event clients to ensure that all related event/room requirements for groups and catering are documented and communicated to all hotel departments

· Responsible for securing and coordinating meeting/event details for all internal and external clients

· At times, acts as a liaison between Sales Managers/Director and the customer to ensure complete customer satisfaction

· Other duties may be assigned.)

· Maintains & updates all active files

· Log-in pick-up of room nights, food & beverage, after an event has actualized (Weekly) in a sales database system.

· Uncovers as much information as possible from the meeting planner regarding the group’s habits to aid other hotel outlets in their staffing, i.e

· Supports the Sales Department with any deliveries, shipments, and disbursements of all group equipment and collateral

· Updates functions (in book, calendar, or computer) as the group’s agenda becomes finalized to minimize space needs and free space for other sales opportunities per request of Sales Management

· Notifies the appropriate Director/Sales Manager of any changes or additions to the outlined agenda

· Attend specific sales meetings or property-specific meetings

· Must be aware of the entire hotel operation

· Follow up with group blocks before cut off date with group room pick up and confirming group cut-off date

· Answer incoming calls and direct or handle appropriate requests

· Provide phone, email, and office coverage to assist customers as needed

· Block space, detail and create BEOs for all meetings/events

· Work directly with the client to detail all aspects of their event, including, but not limited to menu planning, themes/décor/equipment, securing function space, and more

· Prepare group resumes, daily function reports, and BEO packets

· Ensure all rooms/event information is distributed throughout the hotel

· Resolve any issues, complaints, and or problems that ensure quality product delivery and client satisfaction

· Ensure all the billing, commission payments, deposits, etc are correct and processed accordingly

· Conduct hotel site tours when needed or appropriate

· Assist the Sales Managers with any site visit preparation per their request

· Assist Sales Managers with inputting group rooming lists, preparing convention kits and collateral to be used in-house and on sales calls

· Type proposals, contracts, and BEOs on a timely basis and create the appropriate file

· Responsible for keeping the Sales Managers/Director appropriately informed of all messages taken in their absence

· Attend pre-conference meetings to provide client satisfaction

· Maintain a professional and friendly relationship with other departments, team members, and guests

· Present a clean, pleasant, professional image to project a positive appearance to potential guests and clients

· Perform other services and duties as requested by the Sales Managers, Director, and/or General Manager

Skills
- Strong organizational skills
- Excellent time management abilities
- Experience in banquet or restaurant event planning
- Proficient in budgeting and financial management
- Ability to effectively communicate with clients and vendors
- Knowledge of catering services and menu selection
- Experience in marketing events to attract attendees

Job Type: Full-time

Pay: $18.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Evening shift
• Holidays
• Monday to Friday
• Morning shift
• Weekends as needed

Experience:

• Banquet experience: 1 year (Required)
• Marketing: 1 year (Required)
• Event planning: 1 year (Required)

Ability to Commute:

• Durham, NC 27705 (Preferred)

Ability to Relocate:

• Durham, NC 27705: Relocate before starting work (Required)

Work Location: In person