Event Coordinator- IMB (ICONA Means Business)

Job Title 

Event Coordinator/Sales Assistant - ICONA Means Business Sales Team 

Classification 
Non-Exempt 

Reports to 
Director of ICONA Means Business 

Job Description 
The Event Coordinator is responsible for supporting the efficient operation of the IMB (ICONA Means Business) sales team by detailing and executing day-of booked events. This role also supports and contributes to reporting, proactive selling strategy, and client communication to meet team, client, and guest needs. 

This position is located in Avalon, NJ. 

Essential Functions 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

1. Conduct proactive outreach and strategic networking as needed or as directed by the Director of IMB to support and drive new business development opportunities. 
2. Assist with site tours as needed. 
3. Serve as the primary point of contact for detailed planning following contract execution, including client-facing communication and oversight of decisions related to menus, floor plans, agendas, and invoicing. 
4. Monitor and enforce all key deadlines, including payment schedules, room release dates, and menu selection timelines, to ensure full compliance and timely execution. 
5. Prepare, manage, and distribute all client facing and internal event documentation, ensuring accuracy, completeness, and timely communication. 
6. Maintain and build menu enhancers, team-building, and rental options to contribute to revenue growth for IMB following contracting. 
7. Maintain day-of event presence, acting as the liaison between onsite clients and the Operations Team to ensure successful event execution. 
8. Maintain, compile, and produce comprehensive reports on IMB leads, financial performance, and relevant data to support informed decision- making  
9. Assist with creating materials for IMB marketing and maintaining and updating CVENT listings. 
10. Support the development and implementation of training materials for retreats. 
11. Establish standardized SOPs across properties to ensure best practice in coordination. 
12. Oversee office supplies inventory and coordinates the ordering of client amenities, IT or meeting materials, and rental items. 
13. Attend weekly Aloha Culture Meetings. 
14. Perform additional duties as required to support team operations. 

Competencies 

1. Excellent verbal and written communication skills. 
2. Excellent interpersonal and customer service skills. 
3. Proficient in Microsoft Office Suite or related software. 
4. Excellent organizational skills and attention to detail. 
5. Basic understanding of clerical procedures and systems such as recordkeeping and filing. 
6. Ability to work independently. 

Supervisory Responsibility 

This position has no supervisory responsibility. 

Work Environment 

This position operates in an office/hotel setting. This role routinely uses standard office equipment such as computers, phones, and photocopiers.  

Physical Demands 

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. 

While performing the duties of this job, team members are regularly required to talk and hear. They are frequently required to stand, walk, use their hands to handle or feel objects, and reach with their hands and arms. 

PHYSICAL ENVIRONMENTAL DEMANDS: 

• Stand- Over 3/4th of the time. 

• Walk- Over 3/4th of the time. 

• Sit- Over 2/3rd of the time. 

• Use hands to fingers to handle or feel- Over 2/3rd of the time. 

• Reach with arms and hands- Over 2/3rd of the time. 

• Climb or balance- Up to 1/3rd of the time. 

• Stoop, kneel, crouch or crawl- Up to 2/3rd of the time. 

• Talk or hear- Over 2/3rd of the time. 

• Lift minimum of 5lbs.- 50 lbs.- Over 2/3rd of the time. 

• Adherence to all policies and procedures delineated in the ICONA Handbook. 

Position Type/Expected Hours of Work 

This is a full-time position. This role requires forty plus hours to include nights, weekends, and holidays.  

Travel 

There is limited travel between hotels and/or to meet potential clients.  

Other Duties 

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.  

Required Education and Experience 

1. High school diploma or equivalent required 
2. One year of experience in hospitality, hotel operations, or event services.