Sales & Events Coordinator

Description

Summary:

Facilitate sales of weddings and social events for multiple properties in Cape May County, while executing these events. The Sales & Events Coordinator is responsible in ensuring all guests are effectively guided through event experiences, identifying solutions that meet their goals and objectives, resulting in a compelling event experience. This role also supports the Marketing team with multiple Marketing tasks.

Responsibilities:

• Know, understand, and adhere to company established policies and procedures.

• Ensures guest interactions are always positive. Smiles with every guest.

• Performs other related duties as assigned.

• Handles sensitive information in a confidential manner.

SALES

• Schedule and follow through with appointments for our guests to view our facilities and give an overview of our packages and resort options. 

• Inspects all meeting rooms for cleanliness and repairs. Ensures all meeting rooms are guest ready.

• Determine and confirm availability of event space, lodging, and food and beverage needs.

• Create proposals based on needs, interests and expectations of the guest(s) encompassing all facets of the resort.

• Close sales and all aspects of sales management.

• Write multi-layered contracts and agreements covering all aspects of a wedding/wedding weekend and social events.

• Attend regional bridal shows, if availability allows.

• Collect payment from guests.

• Coordinate all details leading up to and including the day of event. To include planning of decorations, ceremonies, menus, beverages, flowers, cakes, entertainment, photographers, floor plans, etc. 

• Prepare Event Orders for distribution. Communicate and confirm any event changes with the appropriate staff.

• Consults with potential guests to understand their needs; identifies and suggests equipment, products, or services that will meet those needs.

• Resolves guest complaints, staffing problems, and other issues that may interfere with efficient sales operations.

• Order necessities for events such as linens, cakes, flowers, ice carvings etc. 

• Complete Event Orders with guaranteed counts, settle any financial debts or credits. Mail thank you letters to our guests after event executions. 

• Look out for the safety of our staff and guests.

• Ensure that our guests enjoy their stay with us. 

• Works closely with our Food & beverage teams.

• Participate in weekly Group Impact Meetings and BEO Meetings, addressing issues and concerns for stakeholder groups.

• Daily use of Catering and CRM software to book event space and create BEO's.

EVENTS

• Assists in the planning of private social events.

• Works closely with our guests to ensure their scheduled events meet their expectations.

• Responsible for the assembly and disassembly of private social events.

• Be on site to execute assigned private events.

• Ability to interact and communicate with a wide variety of people.

• Become familiar with resort operating systems including the point of sale, credit card processing, front office operations, banquet event orders, restaurant operations, and room rental procedures.

• Look out for the safety of our staff and guests.

• Ensure that our guests enjoy their stay with us. 

• Participate in weekly Group Impact Meetings and BEO Meetings, addressing issues and concerns.

MARKETING

• Creates descriptions of company sponsored events that explain the events on the website and in emails blasts.

• Communicates graphics needs to freelance graphic artist for company hosted events.

• Ensures vendors, partners and/or entertainers are available and reserved for company sponsored events.

• Creates and updates the event schedule to be shared with our team, as well as our guests.

• Building relationships with influencers, journalists and media outlets.

• Engage with local businesses and partners with local businesses to create hotel stay packages.

• Ensures merchandise is stocked and on display at multiple locations

• Assist in the development and implementation of the company's brand strategy.

• Maintain effective internal communications to ensure that all relevant company functions are kept informed of the company’s marketing objectives.  

• Assists the team in the creation of events on social media (i.e., ticket links, Facebook events, basic flyer creation, event descriptions, etc.)

• Updates all property signage with the most up to date promotions.

• Attends property events to provide support in setup, cleanup, run of show, etc.

• Assists in restaurant/event menu designs.

• Assist