Title: Special Events & Sales Coordinator
Reports To: Director of Sales/General Manager/Regional Director of Sales
SERVICE:Each employee will adhere to a strict code of providing excellent and consistent service through the individual brand service delivery plan.
JOB SUMMARY: The Special Events & Sales Coordinator is responsible for organizing, coordinating, and executing a variety of events, including weddings and social gatherings. This role involves working closely with clients to ensure their events are successful and exceed their expectations. The ideal candidate is passionate about providing experiences to others, highly organized, detail-oriented, and possesses excellent communication and customer service skills.
KEY RESPONSIBILITIES:
- Client Relations:
- Serve as a main point of contact for clients from arrival through event completion.
- Participate and or conduct site tours and meetings with prospective clients to showcase the venue and discuss event details.
- Build and maintain strong relationships with clients, ensuring their needs and expectations are met.
- Event Planning & Coordination:
- Foster a positive and fun environment within the departments and supporting teams at the hotel.
- Develop detailed banquet event orders, including timelines, floor plans, and event timelines for interdepartmental communications and vendors. Host or partake in BEO & team meetings as needed or in the absence of the sales director.
- Conduct final walkthroughs with clients and vendors on event weekend if needed.
- Coordinate with internal departments (hotel staff, housepersons, setup crew, bartenders, management) and external vendors (florists, photographers, entertainers) to ensure seamless event execution.
- Oversee event setup and breakdown, ensuring all aspects of the event run smoothly.
- Oversee the event spaces are clean and up to company expectation, oversee check-in and check out procedures for employees, clients and vendors.
- Occasional assistance with property set up to include items such as tables, chairs hotel inventory.
- Ensures that all function space in the hotel is well presented in show fashion and maintains a scheduled cleaning program for each function room.
- Ability to utilize hotel technology such as HVAC, speakers, lighting, etc.
- Sales & Marketing:
- Support as needed in promoting events through various channels, including social media, Wedding Wire, Richmond Weddings, wedding shows, site visits, vendor tours, and photographers.
- Partake in the creation of and manage marketing materials and promotional activities to attract potential clients as required.
- Maintain an up-to-date knowledge of market trends and competitor activities and needs at the Inn.
- Deliver a successful site tour and introduction to of the hotel and venue to include guest rooms, public and event spaces in the absence of the sales directors.
- Understanding of how to qualify business for potential proposals as needed.
- Travel locally to conduct sales calls with sales leadership or independently, promote the hotel and review competition.
- Administrative Duties:
- Prepare emails, proposals, contracts, BEOs and invoices for clients in support of director of sales and events as needed.
- Maintain accurate records of client interactions, event details, and financial transactions.
- Assist in labor models, budget planning and expense tracking for events maybe required.
- Obtain necessary city permits and licenses for events to include such items as tents, public events, noise ordinance waivers.
- Inspects and walk hotel function space daily to ensure correct meeting room setups, cleanliness, and good working condition of equipment.
- Customer Service:
- Provide exceptional customer service throughout the event planning process and on the day of the event.
- Ability to problem solve quickly within facility guidelines and procedures.
- Anticipate needs for the hotel and guests with ability to address and resolve any issues or concerns promptly and professionally.
- Conduct post-event follow-ups through written and verbal communication to gather feedback and ensure client satisfaction.
- Always represent the Inn and facility with professional hospitality to all parties involved and within our community.
QUALIFICATIONS:
o Previous event management experience.
o Proficiency in Sales Force and Cloudbeds, or like hotel software.
o Strong organizational and multitasking skills, with the ability to manage multiple events simultaneously.
o Excellent communication and interpersonal skills, with a focus on client service.
o Ability to work flexible hours, including evenings, weekends, and occasional holidays (primarily Thursday-Monday).
o Physical ability to handle indoor and outdoor events, including occasional lifting goods and equipment.
o Ability to build rapport with clients and vendors and protect the venue by understanding facility procedures.
Job Type: Part-time
Benefits:
- Employee discount
- Paid time off
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- Blackstone, VA 23824 (Required)
Ability to Relocate:
- Blackstone, VA 23824: Relocate before starting work (Required)
Work Location: In person