Event Sales & Design Coordinator

ABOUT CLUXE

Carolina’s Luxury Event Rentals, LLC (CLUXE) is a premier multi-divisional event design firm based in Charlotte, NC, specializing in Luxury Event Rentals, Florals, Event Design, and Specialty Printshop Services.

With over 30,000 sq. ft. of showroom and production space, CLUXE produces world-class experiences for corporate, nonprofit, wedding, and social clients across the Southeast and beyond. Every detail we craft reflects our brand pillars: luxury • precision • creativity • purpose.

POSITION OVERVIEW

The Event Sales & Design Coordinator provides critical administrative and creative support to the Sales & Design Executives. This role bridges organization and artistry—to help bring client visions to life through detailed proposal prep, system accuracy, and consistent communication across CLUXE’s four divisions: Rentals, Florals, Design, and Printshop.

The Event Sales & Design Coordinator ensures each inquiry, quote, and design presentation is beautifully executed, properly documented, and aligned with CLUXE’s elevated brand experience.

KEY RESPONSIBILITIES

Client & Sales Support

·       Log and organize all new client inquiries in Point of Rental (POR), tagging by division and lead source.

·       Prepare initial intake forms and schedule consultations for Sales & Design Executives.

·       Maintain detailed client communication logs, event files, and proposal status tracking.

·       Support follow-up communication to confirm proposals, contracts, and deposits.

Design & Proposal Preparation

·       Assist with creating design boards, presentations, and visual proposals using Merri, Canva, and FlipSnack.

·       Pull product images, pricing, and descriptions from FlipSnack catalogs and inventory systems.

·       Enter and verify pricing details for Rentals in POR and Florals in Curate.

·       Format and assemble complete client proposals that integrate Rentals, Florals, Design, and Printshop elements.

·       Maintain shared design folders and ensure all assets are organized by client and event date.

Project Coordination

·       Support Sales & Design Executives during client walkthroughs, site visits, and pre-event meetings.

·       Track internal approvals and update team calendars for key deliverables.

·       Communicate finalized proposal details to Operations, Floral, and Printshop teams for production handoff.

·       Monitor timelines to ensure all deadlines are met for design submissions, client sign-offs, and payments.

·       Gather post-event photos and content for FlipSnack, marketing, and portfolio updates.

Administrative & Team Support

·       Manage digital filing systems and proposal templates.

·       Maintain inventory knowledge through ongoing review of FlipSnack catalog updates.

·       Prepare weekly status reports for Sales & Design Executives and the DOO.

·       Support internal meetings with note-taking, task tracking, and document organization.

QUALIFICATIONS

·       2–3 years of experience in administrative, event, or creative support (luxury, design, or rental environment preferred).

·       1–2 years of experience managing timelines, deliverables, and cross-functional coordination across multiple projects or events. 

·       Strong organization skills with acute attention to detail.

·       Proficiency with design software (Canva, Merri, or equivalent).

·       Excellent written and verbal communication.

·       Comfort working in a fast-paced, deadline-driven environment.

·       Professional demeanor and collaborative attitude.

·       Availability for occasional evening or weekend events when on-site support is required.

PERSONAL ATTRIBUTES

·       Self-starter with strong initiative—able to work independently, anticipate needs, and take ownership of projects from start to finish.

·       Highly organized and dependable.

·       Creative eye with an appreciation for luxury design and aesthetics.

·       Calm under pressure; flexible when priorities shift.

·       Team-oriented with a service-minded approach.

·       Eager to learn CLUXE systems and grow into advanced design or sales roles.

TOOLS & SYSTEMS

·       Point of Rental (POR) – lead entry, quoting, and rental tracking

·       Merri – design boards, floor plans, and renderings

·       Curate – floral pricing and recipe coordination

·       FlipSnack – product sourcing and catalog management

·       Canva – branded proposals and visual presentations

·       Microsoft 365 – Outlook, Teams, Word, Excel, and Calendar

COMPENSATION & BENEFITS

·       Competitive hourly or salaried compensation (commensurate with experience)

·       Opportunities for growth into Sales & Design Executive roles

·       Training across CLUXE’s core systems (Merri, POR, Curate, FlipSnack)

·       Professional development and mentoring within the creative division

·       Access to CLUXE showroom, products, and styled shoots