Sales and Events Coordinator
- Workplace
- On-site
- Commitment
- Full-time
- Seniority
- Junior
- Salary
- $23/hr
- Posted
The Events & Meetings Coordinator provides direct administrative and event support to the Sales & Events Team at a university-wide conference facility. The role focuses on assisting Sales and Conference Services Managers with the coordination of conferences, meetings, and special events, including event details, client communications, and the preparation of proposals, contracts, banquet event orders, diagrams, site tours, and reports. The Coordinator maintains accurate information in sales and event management systems and supports internal communication of event details across departments such as Accounting, Operations, and Food & Beverage. Success requires strong organization, attention to detail, and the ability to manage multiple priorities in a fast-paced hospitality environment.
Responsibilities
- Receive and respond to incoming telephone calls in accordance to property standards
- Respond to telephone and email lead inquiries and assign to appropriate Sales Manager based on market segment
- Perform venue site tours for all events in the absence of the Sales team
- Detail conferences and special events booked by events sales team
- Create labels and collateral and printed menus for events that require these items
- Work with clients to gather and coordinate all event details in support of managers
- Communicate all event details and disseminate event information internally
- Perform administrative skills such as typing, filing, copying, scanning, sorting mail, coordinating appointments and answer telephones
- Prepare written correspondence including letters, proposals, contracts, reports, schedule of events, banquet event orders, and e-mails using Microsoft Outlook and Delphi.fdc operating systems
- Preparation & distribution of weekly BEO & resume packets to applicable departments
- Maintain the various sales system file systems, both electronic and paper, including account files, program evaluation, databases, master binders for turnovers and resumes
- Assist front desk team with phones, greeting and directing guests when needed
- Assist with event teams on quick sets or teardowns
- Anticipate and deliver exceptional service consistently
- Participate in daily and weekly operational meetings as needed
- Must possess excellent knowledge of the venues (Rubenstein Forum & Quadrangle Club) and all departments internally
- Must possess ability to coordinate with multiple tasks
- Must have flexibility with scheduled hours in order to be present for on-site events and coverage.
- Protect and keep guest/patron information confidential
- All other responsibilities assigned by Leadership Team.
- Understand all aspects of Benchmark’s Be the Difference culture
- Set the example at all times
- Lead and inspire all employees to Be the Difference
- Hold each team accountable for delivering the experience
- Detail reports for weekly distribution of group activities to communicate daily business to all operators and owners
- Manage BEO Binder and attend BEO meeting when applicable
- Professionally represent the properties in community and industry organizations and events
- Develop and maintain collaborative partnerships with similar university venues and local hotels
Requirements
- High school graduate or equivalent.
- Two years’ experience in the hospitality industry or in a professional, office environment.
- Computer literate with above average proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and OneNote.
- Excellent oral and written communication skills.
- Detail oriented and ability to handle multiple tasks at once.
- Good organizational and follow through skills.
- Able to read and comprehend various reports.
Nice to have
- Basic knowledge of hotel systems such as Delphi.fdc, Zoom, Teams and Diagram platforms is suggested, but not required.