Greenhorn Sales & Events Coordinator - Our Resorts Team

Job Title: Sales & Events Coordinator

Reports To: Sales & Marketing Director

Exempt Employee

Full Time Approximately, 32 hours a week

Hourly Rate: $24.00 / hour

Job Summary:

The Sales & Events Coordinator will sell, coordinate and service Special events, Tournaments, Social Catering, Weddings and Members' Banquets Events, as assigned by the Sales & Marketing Director. This will include, but not limited to meeting with prospects, creating BEO's, setting up group tee-times, banquet planning and execution, making Caddyshack reservations and accommodations.

Essential Duties and Responsibilities: (other duties may be assigned)

• Efficiently and effectively handle all prospect event calls, emails, walk-in, referrals, etc.
• Qualify and prioritize leads with additional details.
• Provide event client notification of key dates such as cut-off or payment schedule deadlines, group resumes, event orders and BEO's, billing details, and other integral administrative aspects of the booking or execution of groups and events.
• Work collaboratively with the Sales & Marketing Director, General Manger, Food & Beverage Manager, Head Pro, Superintendent of Facilities, Executive Chef, Sous-chef, member associations, organized group play and club golf events, to communicate and distribute in written form - BEO's, group resumes, and reconciliation of all group accounts and billing.
• Attend regular weekly BEO and stand-up meetings to ensure clear lines of communication are established.
• Ability to juggle multiple tasks and projects under high tension and stressful situations, make common-sense decisions with superb accuracy in a fast-paced environment.
• Strong administrative skills with attention to detail, along with excellent customer service skills over the phone and in person with guests, members, and internal departments.
• Assist in the preparation of regularly scheduled reports to management.
• Extremely organized. Strong multi-tasking and time-management skills.
• Ensure information communicated to Resort is accurate.
• Ensure billing details for wedding and social events are reconciled and correct.
• Have a can do attitude and are a go getter!
• Know how to build and nurture relationships with all types of people.
• Willingness to do "whatever it takes" to get the job done - be a TEAM player.
• Maintain an effective working relationship with members, employees, and guests.
• Exude the skills needed to be graceful under pressure.
• Ability to relate to a diverse set of team members and clients.

Special Events, Weddings, Social Gatherings, Member Events, Tournaments

• Have a clear understanding of our brands and mission.
• Communicate with internal and external clients through written and verbal communication in planning events.
• Prepare written communications: Banquet / Golf Event Orders, contracts, sales. letters, thank you letters, group resumes, and contracts to assigned events.
• Conduct, assist and oversee event logistics of assigned groups.
• Conduct pre-event walkthrough with clients, ensure that everything is set to the event specifications.
• Complete sales and post event reports in a timely manner.
• Assist with processing the final event settlement.
• Open, close, and secure facility as needed.
• Be accessible to group coordinator and their guest -- from beginning to end of their event.
• Deal with customer service issues as they arise and document any issues or problems in a timely manner.
• Proactively seek out potential issues or safety hazards and fix or report them immediately.
• Document all financial changes for social and wedding events to the event agreement /BEO and Quote Machine in a timely manner.
• Must be able to work a variety of shifts, weekends, evenings, and holidays.
• Communicate with the team during any event handovers.
• Walk the facility prior to events looking for signage needs/cleanliness. Issues.
• Ensure all event-specific signage is out and ready for the event.
• Must be able to remain professional and calm in various situations.
• Hands-on experience managing weddings, golf tournaments, special events.
• Must possess exemplary interpersonal skills. (Verbal/Written/Listening/Presentation).
• Return calls on behalf of the Director, arranges appointments.
• Schedule and coordinate details of internal meetings and events.
• Maintain a professional looking office environment.
• Lead the communication regarding execution of events with the client/bride/groom/planner once the event is under contract.
• Ensure that all details such as floor plans, guest counts, parking, dietary restrictions, event insurance, menus, timelines, seating charts, and rental orders are received and communicated to the relevant members of the food & beverage, and event team members.
• Organize and schedule food tastings for clients.
• Share final menu and bar selections with the Food & Beverage Manager.
• Set up event with assistance of Banquet Captain, Facilities, and F&B- provide detail instructions.
• Act as support for all departments and contact for groups upon arrival, and during the event.
• Act as on-site host for duration of events including greeting event guests, preparing the space, resolving issues or complaints, through final billing and payment.
• Read and analyze banquet event order to gather guest information, determine proper set up, timeline, specific guest needs, buffets, action stations, etc.
• Be the liaison at the event between the planner/client to ensure event timeline, kitchen and service staff are aligned.
• Be able to upsell and maintain elevated level of hospitality at all events.
• Follow all company and safety and security policies and procedures; report accidents, injuries, and unsafe work conditions to manager; and complete safety training and certifications. Ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary. information, and protect company assets.

Other Requirements, physical needs/ Intellectual needs:

• Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the property. Work schedules may include working on holidays, weekends, and alternate shifts.
• Remain flexible and adjust to situations as they occur.
• Ability to read, write, and understand English.
• Must be effective in both written and verbal communication.
• Advanced computer skills including Word, Excel, and Outlook.
• Proficient use of event based software programs
• Have access to reliable transportation, lift 50 pounds, set up and break down banquet tables/chairs/umbrellas, and be able to stand for long periods of time.
• Experience in private events, weddings and corporate sales is highly desired.
• Knowledge of industry terminology, facility capabilities, operational procedures, event coordination, and event-related services.
• Must have a passion for weddings, events and excel in hospitality.
• Experience with budgeting, and other administrative duties.
• Handle conflicts make common-sense decisions, and exercise proper action during high tension and stressful situations.
• Work in a team environment.
• Organize and prioritize work to meet deadlines.
• Minimum of 5 years of experience in a similar operational area.
• Basic knowledge of food and beverage preparation, luxury hotel service standards, guest relations and etiquette desired.
• Proven ability to work independently, as well as a part of a team.
• Knowledge of the hospitality industry and exposure to sales.

Education. Experience

• Experience working as an event coordinator, or banquet captain in a hotel, sports facility, or other public assembly venues, is a plus.
• 5 years of work experience in a related field.
• Previous customer service experience in a sport, tourism, or hospitality profession is preferred.
• Basic understanding of financial statements and revenue reports.

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