Sales & Events Coordinator

Job Description

Job Description

Description:

Summary:

Facilitate sales of weddings and social events for multiple properties in Cape May County, while executing these events. The Sales & Events Coordinator is responsible in ensuring all guests are effectively guided through event experiences, identifying solutions that meet their goals and objectives, resulting in a compelling event experience. This role also supports the Marketing team with multiple Marketing tasks.

Responsibilities:

•Know, understand, and adhere to company established policies and procedures.

•Ensures guest interactions are always positive. Smiles with every guest.

•Performs other related duties as assigned.

•Handles sensitive information in a confidential manner.

SALES

•Schedule and follow through with appointments for our guests to view our facilities and give an overview of our packages and resort options.

•Inspects all meeting rooms for cleanliness and repairs. Ensures all meeting rooms are guest ready.

•Determine and confirm availability of event space, lodging, and food and beverage needs.

•Create proposals based on needs, interests and expectations of the guest(s) encompassing all facets of the resort.

•Close sales and all aspects of sales management.

•Write multi-layered contracts and agreements covering all aspects of a wedding/wedding weekend and social events.

•Attend regional bridal shows, if availability allows.

•Collect payment from guests.

•Coordinate all details leading up to and including the day of event. To include planning of decorations, ceremonies, menus, beverages, flowers, cakes, entertainment, photographers, floor plans, etc.

•Prepare Event Orders for distribution. Communicate and confirm any event changes with the appropriate staff.

•Consults with potential guests to understand their needs; identifies and suggests equipment, products, or services that will meet those needs.

•Resolves guest complaints, staffing problems, and other issues that may interfere with efficient sales operations.

•Order necessities for events such as linens, cakes, flowers, ice carvings etc.

•Complete Event Orders with guaranteed counts, settle any financial debts or credits. Mail thank you letters to our guests after event executions.

•Look out for the safety of our staff and guests.

•Ensure that our guests enjoy their stay with us.

•Works closely with our Food & beverage teams.

•Participate in weekly Group Impact Meetings and BEO Meetings, addressing issues and concerns for stakeholder groups.

•Daily use of Catering and CRM software to book event space and create BEO's.

EVENTS

•Assists in the planning of private social events.

•Works closely with our guests to ensure their scheduled events meet their expectations.

•Responsible for the assembly and disassembly of private social events.

•Be on site to execute assigned private events.

•Ability to interact and communicate with a wide variety of people.

•Become familiar with resort operating systems including the point of sale, credit card processing, front office operations, banquet event orders, restaurant operations, and room rental procedures.

•Look out for the safety of our staff and guests.

•Ensure that our guests enjoy their stay with us.

•Participate in weekly Group Impact Meetings and BEO Meetings, addressing issues and concerns.

MARKETING

•Creates descriptions of company sponsored events that explain the events on the website and in emails blasts.

•Communicates graphics needs to freelance graphic artist for company hosted events.

•Ensures vendors, partners and/or entertainers are available and reserved for company sponsored events.

•Creates and updates the event schedule to be shared with our team, as well as our guests.

•Building relationships with influencers, journalists and media outlets.

•Engage with local businesses and partners with local businesses to create hotel stay packages.

•Ensures merchandise is stocked and on display at multiple locations

•Assist in the development and implementation of the company's brand strategy.

•Maintain effective internal communications to ensure that all relevant company functions are kept informed of the company’s marketing objectives.

•Assists the team in the creation of events on social media (i.e., ticket links, Facebook events, basic flyer creation, event descriptions, etc.)

•Updates all property signage with the most up to date promotions.

•Attends property events to provide support in setup, cleanup, run of show, etc.

•Assists in restaurant/event menu designs.

•Assists in the planning of private & social events with the VP of Sales & Marketing.

Qualifications:

•Minimum of 1-2 years catering sales experience preferred

•At least 1 year of experience of executing events preferred.

•Available to work on holidays and weekends.

•Excellent interpersonal and communication skills

•Commitment to delivering a high level of guest service.

•Ability to work under pressure.

•Flexibility to respond to a variety of work situations.

•Must be able to lift at least 25 pounds.

•Must be very flexible with your schedule.

•Attention-to-detail and strong command of grammar and spelling.

Disclaimer

“This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).”

Madison Resort Shared Services is an Equal Opportunity Employer. In Compliance with the American with Disabilities Act, Madison Resorts may provide reasonable accommodation to qualified individuals and encourage both prospective and current employees to discuss potential accommodation with the employer.