Event Venue Sales Coordinator

Application Closing Deadline: For best consideration, please submit your application materials by 4:00 p.m. March 25, 2024

Hiring Range is $50,232 to $58,008 annually based on qualifications, education and experience as it relates to the position.

Position Summary:

Under the supervision of the Event Venue Sales Manager, this position is a contributor working to maximize the brand and increase revenue for Hudson Gardens. This position is responsible for a mix of in-office and event day duties. The Event Venue Sales Representative position encompasses the full spectrum of event processes, including venue sales, client services and event representation. For venue sales, this position will communicate with leads through a variety of platforms for the initial sale and design of the event. Client service duties will be performed while working directly with event clients daily to ensure a positive client experience from the day they sign a contract to the day of their event. During events, the incumbent will be responsible to providing representation for Hudson Gardens that is onsite and the point of contact for an event. This position is required to work shifts ranging from morning to evening hours, weekends and holidays.

Essential Duties:

• Proactively prospects new business through leads, existing client base, and industry involvement. Communicates and engage with sales leads via phone, email and in-person meetings.
• Serves as the primary contact for all booked events leading up to and on the date of the event.
• Guides and assists clients through the event planning process, including providing referrals for vendor services, catering, entertainment, rentals, event/wedding planning; conducts coordination meetings and final walk through with the client prior to events.
• Assists the Special Events Manager in hiring, training, and supervising assigned part time staff, provides or coordinates training and works with employees to correct deficiencies.
• Directly responsible, or through assigned part time staff, for day of event venue duties including opening and closing venues per event guidelines, direct vendors to designated areas, communicating with all parties, and submitting nightly reports.
• Develops and maintains relationships with District employees, vendors, and various outside user groups to coordinate their programs and special events.
• Develops, implements, and tracks results of all sales strategies to ensure utilization
• Prepares, enforces, maintains and modifies policies and procedures manuals; conducts periodic staff meetings to provide and gather information, answers questions and responds to inquiries, complaints and concerns, both internally and externally. Ensures that all vendors follow and comply with Hudson Gardens’ policies and procedures.
• Responds tactfully and timely to inquiries, concerns and problems in person, by email, phone and/or mail by providing helpful information and explanations in line with District policies and procedures. Professionally handles confrontational and/or stressful interactions.
• Manages and thoroughly documents any emergency situations during events. Completes all incident/accident reports and follow-up according to District procedures in a timely manner.
• Ensures that Hudson Gardens fulfills all contractual obligations to clients.
• Ensures venue cleanliness prior to and after events.
• Assists with public event management duties.
• Attends and participates in all major special events including, but not limited to; Magic of the Jack O Lantern Summer Event Series, and Hudson Holidays.
• Attend and participate in staff meetings, trainings, and orientations.
• Attend work on a regular, reliable and punctual basis
• Sells facility space and coordinates contracted vendors from start to finish in a wide variety of events such as weddings, banquets, business meetings, holiday parties and more.
• Develop and implement strategies and tactics to increase revenue.
• Constructs negotiation, execution, review, and analysis of contracts.
• In a cooperative effort with the communications department, utilizes various social media platforms for promotion to new and existing clients, and new marketing initiatives for generating new leads.
• Responsible for keeping up to date information, relevancy and information accessible to new visitors at Hudson Garden and District websites to promote the facility and generate new sale leads.
• May attend trade shows and special marketing and promotion events to generate sales, gather new leads and increase awareness.
• Schedules and participates in property tours of Hudson Gardens with clients. Performs follow-up meetings and tours with clients to ensure goals and vision are achieved for both parties.
• Handles all final billing, closes accounts post-event, and sets up routine follow-up to increase return business. Receives feedback from clients and staff members post-event via surveys and other methods as appropriate. Addresses complaints and solves problems as needed.

This job description should not be construed to imply that these requirements are the exclusive duties of the position. Incumbents may be required to follow any other instructions, and to perform any other related duties, as may be required.

Education and/or Experience:

• A Bachelor’s Degree in Hospitality, Marketing, Public Relations or related field preferred.
• Two (2) years of previous experience in Business to Customers (B2C) and Customer Service Experience.
• Experience in the fields of hospitality preferred.
• A combination of experience and education may be considered.

Licenses, Certifications, and Other Requirements:

• Must possess a valid Colorado Driver License or obtain upon hire and maintain an acceptable driving record.
• CPR, First Aid and AED certificates, or the ability to obtain upon hire, are required.

Necessary Knowledge, Skills and Abilities:

• Strong working knowledge of: sales, guest service and employee relations and operational expertise in revenue management.
• Demonstrate a thorough and comprehensive understanding of the services offered and facilities at Hudson Gardens.
• Ability to successfully build professional relationships and collaborate with others.
• Must be highly motivated, sales oriented with excellent interpersonal skills.
• Must take direction well with excellent interpersonal and communication skills, both written and verbally.
• Ability to work independently and with a team in a fast-paced and high volume environment with emphasis on accuracy and time management.
• Ability to provide outstanding customer service and get along with coworkers, patrons, and supervisors and interact with employees and vendors in a professional manner.
• Excellent analytical and problem-solving skills.
• Availability to work flexible hours, including evenings, weekends, and holidays.
• Proficiency with applicable computer software applications (Word, Excel, Outlook) and able to input data, access information, and/or create materials and documents using a variety of software applications.

Material and Equipment Used:

Various office equipment / tools including but not limited to: computers, tablet, phone, mobile devices fax, printer, and Microsoft Office applications such as: Outlook, Word, Excel, PowerPoint, etc. This position may need to drive a District vehicle and/or a personal vehicle for business purposes.

Working Environment:

Regularly works in an office environment subject to interruptions and background noise. Event representative duties take place in an event venue with moderate noise. Occasional environmental conditions encountered may include loud noises, fumes, odors and exposure to various plants, molds and/or dust.

Physical Requirements:

Stand, walk, sit for extended periods, reach, lift up to 30 pounds May occasionally climb, crawl, squat, kneel, balance or lift up to 40 pounds. Vision requirements include close, distance, color and the ability to focus. The employee must be able to communicate clearly and effectively, must understand and be understood.

This list is not all-inclusive and represents examples of the work environment and physical demands.

We’ve Got You Covered!

South Suburban pays:

• 90% of the employee-only medical insurance cost
• 68% of dental & vision insurance cost
• 100% short-term & long-term disability cost
• 100% life and accidental death & dismemberment insurance cost

South Suburban offers:

• FSA options for additional medical expenses

Happy Employees Are the Best Employees

• South Suburban provides an employee assistance program at no cost that includes: counseling, financial planning, legal assistance, and much more!
• Our Employee Wellness Program gives covered staff the ability to reduce their medical premium by $360 annually

Take Time Away to Do What You Enjoy

• 10 paid holidays per year
• 4 personal days per year
• Earn 11.5 paid vacation days per year
• Paid sick leave to rest, recover, and take care of yourself

We’ve Got Your Back

• Up to 8% 401(a) Employer contribution/match that vests after 3 years of service
• Diverse trainings to grow your professional and personal skillset
• Tuition Reimbursement Program that covers up to $1,800 per year

Play Where You Work

• Employee engagement is a priority at South Suburban. Staff gatherings have included: pictures with the Stanley Cup, Chili Cook-Off, Ice Cream Social, Shuffleboard Tournament, Employee Appreciation Luncheon, just to name a few
• Monthly wellness challenge opportunities and staff recognition honors

We LOVE Our Facilities and So Will You:

• Free daily admission to recreation centers, tennis courts, ice rinks and swimming pools
• 50% off food at South Suburban restaurants
• $5 to $10 for nine holes of golf at four different courses

SSPRD offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview, please view the Benefits Guide for Full Time Employees

About Us

Our mission is to foster healthy living through stewardship of the environment, parks, trails, and open space by providing recreational services and programs.

We serve residents in Bow Mar, Columbine Valley, Centennial west of I-25, Littleton, Lone Tree and Sheridan and unincorporated portions of Douglas, Jefferson and Arapahoe counties. We operate four full-service recreation centers, golf courses, outdoor pools and restaurants, two ice centers and miniature golf courses, a botanical garden event center, a BMX track, a sports dome, batting cages, an entertainment center, a hotel and a nature center. In addition, we maintain nearly 3,800 acres of developed and open space land, including 119 multi-purpose athletic fields, more than 100 parks, nearly 80 miles of trails, 60 playgrounds, 56 tennis courts, and the 880-acre South Platte Park.
Experience and Skills:
From: South Suburban Parks and Recreation