Event Sales Coordinator

Responsibilities

• Support the Sales Manager and sales team throughout the event sales process, from initial inquiry through event execution and final billing.
• Respond to initial event inquiries, gather relevant event information, and help qualify and organize prospective leads.
• Follow up with prospective and confirmed clients regarding proposals, contracts, deposits, menus, timelines, and outstanding event details.
• Assist with preparing proposals, contracts, banquet event orders, menus, floor plans, event summaries, and client presentations.
• Maintain organized and accurate electronic client files, contracts, payment records, and event documentation.
• Help ensure that sales opportunities and client communications are properly entered and updated in the applicable sales and CRM systems.
• Support basic prospecting and outbound sales efforts through lead research, database organization, follow-up communication, and community outreach.
• Identify potential corporate clients, local businesses, organizations, and community partners for future sales outreach.
• Coordinate site-tour schedules and communicate tour details with prospective clients and internal teams.
• Prepare sales materials, menus, floor plans, pricing information, and event-space details before each tour.
• Ensure that event spaces are clean, organized, and presentation-ready before prospective clients arrive.
• Welcome clients and assist the Sales Manager during venue tours.
• Develop the knowledge and presentation skills necessary to independently conduct site tours as experience grows.
• Follow up after tours to document client feedback, next steps, and outstanding information.
• Prepare, review, and organize banquet event orders and related event documents.
• Communicate with the sales team to resolve missing, incomplete, or conflicting event information.
• Coordinate the weekly distribution of banquet event orders, kitchen event orders, menus, floor plans, and other event materials.
• Maintain accurate event calendars across TripleSeat, OpenTable, and other applicable systems.
• Confirm that event bookings and details are consistent across all platforms.
• Assist with designing and formatting custom menus, event signage, seating arrangements, and floor plans.
• Organize executed contracts, deposits, payment schedules, client approvals, and supporting documentation.
• Help track upcoming deadlines, final guest counts, menu selections, payment due dates, and other client deliverables.
• Assist with closing and reconciling event financials from prior days and weekends.
• Track deposits, payments, outstanding balances, and final billing information.
• Help prepare regular sales activity, pipeline, booking, and event revenue reports.
• Maintain accurate records of leads, conversion status, booking pace, and follow-up activity.
• Escalate missing payments, incomplete documentation, or discrepancies to the appropriate sales or finance leader.
• Serve as a communication link between Sales, Operations, Culinary, Entertainment, Marketing, and venue leadership.
• Ensure that confirmed event details are communicated clearly and accurately to the teams responsible for execution.
• Attend event meetings and operational discussions as needed.
• Assist onsite during select events, showcases, open houses, networking functions, and client experiences.
• Help identify opportunities to improve sales organization, internal communication, and the overall client experience.
• Build positive working relationships with clients, vendors, community partners, and internal team members.
• Learn all aspects of venue sales, client communication, event planning, contract administration, and hospitality operations.
• Develop the ability to manage smaller event opportunities and client relationships with increasing independence.
• Participate in sales training, networking opportunities, venue showcases, and community outreach.
• Build the skills necessary to progress into a Sales Manager position based on performance, business needs, and demonstrated readiness.

Requirements

• Some previous experience in sales, hospitality, events, restaurants, hotels, customer service, or administrative support.
• Genuine interest in developing a career in hospitality sales and event management.
• Strong organizational skills and careful attention to detail.
• Ability to manage multiple priorities, deadlines, and event details in a fast-paced environment.
• Professional written and verbal communication skills.
• Confidence communicating with prospective clients by phone, email, and in person.
• A proactive approach to following up, resolving missing information, and anticipating next steps.
• Comfortable learning sales software, CRM platforms, event-management systems, and internal reporting tools.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Positive, polished, approachable, and hospitality-focused demeanor.
• Coachable, motivated, and eager to take on increasing sales responsibility.
• Ability to work a flexible schedule, including occasional evenings, weekends, and holidays based on event and business needs.

Nice to have

• Prior hospitality or event-sales experience is helpful but not required.
• Experience with TripleSeat, OpenTable, Canva, or similar platforms is a plus.