Position Information 

Current Title: Sales and Event Manager

Department: Hurst Conference Center

Division: Sales

FLSA Exempt

Job Summary

This position is responsible for selling, planning, coordinating, and servicing various events including banquets, meetings, conferences and wedding receptions. Detailing all business that they secure, understanding and anticipating customer needs, building strong relationships to ensure increased repeat business, and direct part-time staff and volunteers. This position requires evening and weekend work that may exceed 40 hours per week and the ability to work flexible hours, including evenings, weekends and holidays.

Essential Job Functions:

1. Provide the highest quality of service to the customer. Quick and timely responses to all calls, emails and leads. 
2. Develop strong, professional long-term business relationships.
3. Understand Hurst Conference Center’s booking strategies and goals to determine individual action plans to meet those goals.
4. Create and distribute event orders with all set up, diagrams, A/V (if needed) and food and beverage requirements needed for group.
5. Ensure correct billing information is obtained and deposit schedule and payments are communicated to the customer and processed according to the terms agreed.
6. Create and maintain neatly organized event files with all required information.
7. Attend and assist in facilitating weekly Operations meetings and all other meetings set forth by leadership.
8. Work closely with the culinary and operations teams on logistics and event execution.
9. Serve as Manager On Duty for various events (according to shared MOD Schedule).
10. Oversee the duties of part-time staff and volunteers during events.
11. Gather accurate event information (including a/v and food/beverage needs) and ensure that event setups are accurate for all events and that information is efficiently communicated to staff.
12. Manage event documents including the timely issuance of proposals, contracts, and event orders.
13. Advise clients concerning technical and audio/visual requirements.
14. Keep the General Manager informed on all event negotiations in an efficient and timely manner.
15. Works with all event vendors, including florist, rental company, security, etc.
16. Provide event recap and shares operation, sales, and production suggestions to the team.
17. Participate in development of annual budgets; monitor and manage on-going event services expenses within budget.
18. Provide content for social media accounts, and provide input sales and marketing materials.
19. Continuously research similar area facilities for competitively pricing, level of service, etc.
20. Wear professional/ appropriate attire.
21. Performs all other related duties as assigned.
22. Attends meetings and events as needed, including some outside regular work schedules.
23. Adheres to Hurst’s Code of Ideals and The Hurst Way. Fosters positive employee relations and employee morale on a City-wide basis.
24. Regular and timely attendance is required for this position.
25. Interacts professionally and respectfully with the public, coworkers, and others during daily work.

Skills, Knowledge, and Abilities:

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to deal effectively and courteously with lessees, user groups, their representatives and the general public.
• Ability to speak and understand English.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rates and calculate figures such as proportions and percentages.
• Ability to maintain a calm, composed presence in an often fast-paced environment where multiple tasks, events and stimulus may occur simultaneously.
• Ability to define problems, collect data, establish facts and draw valid conclusions. 
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form, dealing with both abstract and concrete variables.
• Knowledge of office practices and procedures, business English, spelling, and arithmetic.
• Knowledge of Microsoft Word, PowerPoint, Excel, and Event Booking Software and Room Diagram programs.
• Ability to maintain accurate records with attention to detail.
• Ability to understand and follow oral and written instructions.
• Ability to coordinate multiple assignments and tasks and work independently with little supervision.
• Ability to file at various heights. Ability to sit for extended periods of time to operate standard office equipment, including keyboard, telephone, calculator, copier, fax machine, printer, and word processing equipment.

Minimum Education, Certification, and Experience Requirements:

• High school diploma or equivalent is required. 
• Four years event operations experience in a similar type facility; required; or an equivalent combination of education, training and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the job.
• Degree in hospitality, management or business-related field preferred.
• Experience working in a computer network environment utilizing Microsoft Office Suite, and an Event Booking Software preferred.
• Experience with selling, planning, and executing events is required. Desire to always produce quality results, and taking pride in work.
• Excellent time management, self-management, and self-motivation, and ability to maintain composure under pressure.
• Flexible schedule to include evenings, weekends and holidays as dictated by business demands.
• Applicant must possess current, valid drivers license and a current phone number that can be accessed by building management personnel for contact purposes.
• Must have regular and punctual attendance, reliable transportation, and flexibility to work overtime as required.
• The candidate must have a personal electronic device capable of making and receiving phone calls and sending and receiving text messages. The City incorporates into the hourly rate a reimbursement for the business usage of the personal electronic device.
• Must pass a pre-employment drug screen.
• Must pass a criminal background check and credit check. Must have a valid Texas driver’s license with an acceptable driving record as defined by City policy.

Physical Demands and Working Conditions

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the essential functions of this position, the employee is regularly required to perform light to medium work that involves walking or standing, setting up events, using the computer keyboard and mouse, reaching with hands and arms, talking and hearing, standing, walking, and stooping or crouching. This position may require occasionally lifting or moving up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. This job requires the ability to work in an office environment where the noise level is usually moderate. 

While performing the essential functions of this position, the employee is rarely exposed to disagreeable environmental factors.

Disclaimer

The above statements describe the general nature and level of work the person assigned to this position performs. They are not intended to be an exhaustive list of responsibilities, duties, and skills required. This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the employer's needs and the job requirements change.