Experienced Event Sales Coordinator

Position Overview:

The Bucks Club is seeking a dynamic and detail-oriented Sales Coordinator to lead the sales process for weddings, banquets, and special events. The ideal candidate will excel in converting qualified leads into booked events, demonstrating exceptional customer service skills and proficiency in CRM software (preferably HubSpot). This role is essential for ensuring all finalized contracts, invoices, and event worksheets are accurately prepared and communicated, facilitating seamless event execution in collaboration with the Banquet Event Manager and Culinary and Events Director.

Key Responsibilities:

● Alignment with The Bucks Club’s Vision and Leadership:

• Collaborating closely with both the Banquet & Event Operations Manager and the Culinary & Events Director to align event operations with The Bucks Club’s standards and vision.
• Lead by example by maintaining a clear and respectful tone when communicating with all staff and customers.

● Team Collaboration:

• Work closely with the Culinary & Events Director and Banquet Events Manager to align sales strategies with operational capabilities and event execution standards.
• Regularly communicate with the kitchen team to ensure all catering needs are met according to event specifications.

● Lead Management and Sales Closing:

• Work closely with the Event Intake Coordinator on incoming leads, and stay in communication as customers come over to the sales team.
• Alongside the Event Intake Coordinator, serve as a key point of contact for potential clients, providing prompt, informative responses and guidance throughout the sales process.
• Follow Bucks Club sales flowchart (includes guidelines on how to connect with customers based on the information they provide) and outlines to ensure best sales practices. •Follow up flow chart/ task list will vary per event type •Ensuring top notch communication with customer and Bucks staff is key
• Conduct persuasive sales presentations and negotiate terms to close deals effectively.

● Booking and Calendar Management:

• Manage and update the company calendar with all event bookings, finalized documents (worksheets, invoices, contracts) ensuring real-time accuracy.
• Collaborate with the management team to confirm scheduling and availability, including handling last-minute requests.
• Adhere to the two-week cutoff for finalizing menus and headcounts, communicating any and all changes to the kitchen team promptly. Any changes within this 2-week time frame MUST be clearly communicated to and approved by kitchen.
• When events are finalized, and event worksheets are shared with the team in respect to the designated areas (i.e. Chef’s workbook, FOH Board, BOH board) any changes or additions must be communicated by group email to the entire Food & Beverage management team, or by communicating to the individual.

● Contract and Invoice Management:

• Prepare, finalize, and send contracts and invoices to clients, ensuring all client specifications are accurately reflected.
• Create and distribute event worksheets to the Executive Chef to ensure timely and precise food ordering and preparation.
• Consult with the Culinary and Events Director for any special requests outside of standard offerings before finalizing contracts.

● Client Communication and Relationship Management:

• Maintain consistent and professional communication with guests throughout the event planning process, ensuring clarity and satisfaction.
• Build and nurture strong guest relationships to enhance retention and encourage referrals.

● Venue Tours Coordination:

• Work closely with the Event Intake Coordinator to organize and conduct engaging in-person and virtual venue tours, showcasing The Bucks Club’s offerings and answering guest questions effectively.

● Event Duties & Responsibilities:

• Assist the set up and break down of events (i.e. floor plans, table and chair set up, linens, etc.)
• Act as Maître D at the time of events. Facilitate welcoming of the guests and oversee timing of serving food, communicating closely with the kitchen staff.

● Sales Reporting and Analysis:

• Generate and analyze sales reports to monitor lead conversion rates, booking trends, and overall performance.
• Use professional experience and discernment when it comes to pricing modules. When in doubt on pricing or menu options, always the consult the C&E Director.
• Collaborate with the management team on labor analysis and pricing strategies to optimize profitability and sales techniques.

● Team Collaboration:

• Generate and analyze sales reports to monitor lead conversion rates, booking trends, and overall performance.
• Collaborate with the management team on labor analysis and pricing strategies to optimize profitability and sales techniques.

Qualifications:

• Proven experience as a Sales Coordinator or in a similar role within the hospitality or event planning industry.
• Proficiency in CRM software, preferably HubSpot.
• Exceptional communication, negotiation, and interpersonal skills.
• Strong organizational and time-management abilities, with a focus on multitasking and detail.
• A customer-focused approach with a passion for delivering exceptional service.



Why Join Us? At The Bucks Club, we pride ourselves on creating memorable experiences for our guests. If you're passionate about events and sales, we invite you to apply and become a key player in our vibrant team.

Job Types: Full-time, Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 30 – 35 per week

Benefits:

• Employee discount
• Flexible schedule
• Paid training

Compensation Package:

• Bonus opportunities
• Quarterly bonus

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Evening shift
• Morning shift
• Weekends as needed

Experience:

• Banquet Sales: 2 years (Required)
• Restaurant: 1 year (Required)

License/Certification:

• Driver's License (Required)

Work Location: In person