Sales and Event Coordinator

I. Summary

Reports to: Director of Events

Employment Status: Full-Time, Exempt

Supervises: Event Facilitators and Stewards

II. Primary Duties and Responsibilities

• Initial contracting of all external events for the Schermerhorn Symphony Center.
• Respond timely to new business leads, prioritizing event bookings.
• Receive and/or return initial phone calls/messages or email messages for rental availabilities, capturing basic client information and documenting inquiry details.
• Follow up rental inquiries with sales packages or other appropriate marketing materials.
• Coordinate and execute site visits with clients.
• Work with clients to ascertain needs, define budget parameters, and create well-defined event estimates that uphold the organization’s policies.
• Obtain initial deposits and submit appropriate documents to the finance department for final processing.
• Track client information, contact history, deposit receipts, and contracts.
• Maintain a yearly forecast of date availability, looking for possible rental opportunities.
• Follow up with previous clients to solicit return business.
• Initiate communications with appropriate staff members regarding the venue and events master calendars, event details, and production requirements.
• Maintain updated promotional materials throughout the SSC and track outside marketing analytics for yearly review.
• Consult with the Vice President of Venue Management to ensure all financial targets are achieved.
• Maintain and create event reports as needed
• Monitor event safety compliance
• Maintain client files and software use
• Work with the Events Team to evaluate and address any event challenges and provide suggestions for improvement.
• Work with the Beverage Manager to ensure event alcohol sales are optimal.
• Ensure a high standard of customer service and satisfaction.

The duties listed above are not all-inclusive. The person in this position is expected to perform other work-related duties as assigned, even though they may not be considered primary duties.

• Supervisory Responsibilities

Supervises Event Facilitator and Stewards as needed, and carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Work Requirements and Qualifications

1. Education

Bachelor’s degree or equivalent combination of experience and education

2. Experience

At least five years of catering, event management, venue sales, and venue management within a high-end venue environment.

3. Knowledge, Skills and Abilities

Excellent written and verbal communication skills, including the ability to effectively related concepts across a wide range of client types (donors, community leaders, musicians, industry trade groups, event organizer, explain technical and/or events, and others)

Excellent customer service skills and a commitment to client satisfaction

Ability to work as a team member with a positive, helpful attitude in developing creative responses and solutions to needs and issues; ability to maintain the strictest of confidence as required

Ability to work independently and display sound judgment

Strong ability to handle multiple projects and priorities

Ability to lift up to and including 50 pounds (tables, chairs, etc.)

Must be able to work flexible hours (early mornings, evenings, weekends, holidays, split shifts)

Must be able to stand or walk for varying lengths of time, including long periods