Description

Circuit of The Americas (COTA) is a 365-entertainment destination for world-class events located in Austin, TX. The sports and entertainment portfolio at COTA is unmatched in the country with Formula 1 United States Grand Prix, MotoGP, and NASCAR attracting global fans during championship races on the famed Circuit and LiveNation producing over 30 headline concerts every year at the Germania Insurance Amphitheater.

The Event Sales Coordinator is responsible for administrative, clerical and customer service support for the sales team, assisting with all daily office duties and general administrative tasks associated with sales and full- service catering & event services. The Event Sales Coordinator is responsible for expediting the timely and accurate flow of information between the Sales and Operations departments. Additionally, the position requires personalizing the client experience and cultivating preliminary client relationships.

ESSENTIAL DUTIES AND RESPONSIBILITIES  

• Responsible for providing administrative support to the sales team in the service of existing and prospective clients.
• Provide excellent customer service to clients, assisting as needed throughout the planning process, day-of at their event, and/or following the event ensuring customer satisfaction and retention.
• Assist with client communications as needed, taking client calls and responding to client emails in a timely manner.
• Assist with data entry and contract/BEO revisions, ensuring that all details are accurate.
• Communicate and distribute all event information to appropriate internal staff and managers, working directly with all other departments to ensure all event details are accounted for.
• Process correspondence (internal & external), proposals, contracts, and BEOs accurately, and in a timely manner.
• Create and distribute menu signs for all daily orders.
• Work directly with the accounting team on client billing and invoice processing.
• Manage outsourced vendor services for events, including placing/confirming orders, communicating event details, and processing invoices in a timely manner.
• Attending tastings and client walk-throughs as applicable.
• Create personalized proposals/sample menus based on clients’ needs; create contracts, purchase orders & vendor invoices in a timely fashion to be approved by sales manager.
• Attend BEO meetings when applicable
• Assist with design and décor elements as needed

Performs other related duties as required

Qualifications

Education and/or Experience:

• Associate degree in Business Administration, Marketing, Management, Hospitality or other related field. Bachelor’s degree preferred.
• Minimum 2 years of experience within the hospitality industry, or experience working in a similar role focused on customer or sales support.
• Basic knowledge of catering, event coordination and operations.
• General interest in food, menu design, and creative event development.
• Experience in working in a computer environment utilizing Microsoft Word, Excel, and PowerPoint is required, experience with Salesforce BEO software is a plus.

Specialized Qualifications:

• Excellent listening and communication skills
• Renowned time management and organization skills
• Strong Customer Service skills with the desire to go above and beyond a client’s needs
• The ability to work alone and as a team
• Strong attention to detail and the ability to learn and adapt quickly

CORE VALUE AND COMPETENCY REQUIREMENTS

• Business Acumen - Demonstrate comprehension of the job, including policies, practices, and relationships. Possess the expertise and skill levels required of the job and perform with quality.
• Dedication - Dependable, reliable and follows through on projects from inception to completion. Willing to put in as much time as necessary to complete tasks. Demonstrate a win-win attitude: “see it, own it, solve it.”
• Ethics and Integrity - Acts with integrity, honesty and knowledge that promote the company’s culture, values and beliefs while maintaining the highest standards of professional conduct.
• Safety & Security - Observe safety and security standards. Use equipment and materials properly. Comply with safety standards and personal protective equipment requirements. Report potential unsafe conditions or practices to appropriate person immediately. Promote restaurant safety, cleanliness and security compliance at all times.
• Teamwork - Cooperate and be willing to work as a team player to achieve goals and tasks accurately, efficiently and timely.
• Communication - Communicate clearly and effectively with mutual respect, understanding and trust to fellow associates, managers, supervisors and guests. Listen carefully to opinions and views of others; state understanding of what has been heard.
• Initiative - Contribute new ideas and suggestions to enhance productivity and efficiency. Be proactive in troubleshooting problems or issues and take action to mitigate potential problems.
• Adaptability & Planning - Possess the ability to learn new tasks and adjusts well to new situations. Perform well under tight time schedules and pressures to change direction quickly.
• Service Orientation - Demonstrates a sense of urgency. Is welcoming, friendly and smiles when visible to guests.

Work Environment

This position is 80% in office work; computer work in a cubicle, speaking to clients on the phone, inter-departmental meetings, and assisting with pre-event logistics as needed. 20% of this role can be assisting at events, attending walk throughs, running errands, and assisting Sales Executive and Hospitality team on the go as needed.

Physical Demands:

• Long periods of computer work and sitting at a desk
• Periods of standing, moving through an event space, and traveling from venue to venue
• Bending, lifting, scooping, and carrying miscellaneous equipment and food items
• Ability to perform physical tasks; such as but not limited to, lifting approx. 25 lbs.

Position Salary & Benefits:

• This is considered a part-time role with a starting wage of $28-$30/hour.
  • Hours will range depending on event bookings and business demands
• Additional benefits include free meals, career advancement opportunities, and an iconic work location!

Proof of the Pudding and its affiliates are an Equal Opportunity Employer committed to inclusion and employing a diverse workforce. All applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, disability, or other legally protected characteristics.