Sales and Event Coordinator

Description

Sales:

• Represents and sells the Garden facilities to private and corporate clients 
• Create, build, and maintain client relationships through solicitation, follow up calls, emails, notes, sales calls, and other avenues 
• Create proposals, contracts, banquet event orders and invoices in a timely fashion; create & distribute to all Garden departments. 
• Meet or exceed established Facility Rental revenue and profit goals 
• Work closely with Sales Manager to develop annual revenue and expense budgets, maintain effective collection practices, control event-related expense agreements incurred during the sales process impacting profit margins, track profit margins, and analyze revenue trends 
• Design and implement sales strategies to attract corporate and individual rental business 
• Exhibit thorough knowledge of the Garden’s facilities and programs in order to effectively market the venue to clients 
• Responds to all inbound sales inquiries and handles various types of sales and administrative activities from initial point of contact through contract completion 
• Collaborate with Sales Manager and Marketing to develop a marketing plan to solicit business from various target audiences and design effective collateral materials to promote private event sales 
• Schedules site visits, final walk throughs and meetings with both internal and external clients 
• Listens diligently to client’s needs and assist with overall event vision within the Garden’s scope
• Coordinates and communicates event details verbally and in writing using the highest customer service 
• Effectively communicates contracted sales to the Special Events operating team 
• Attend all booked events to greet the client and ensure the event details are executed accordingly 
• Responds to client concerns and stays available to troubleshoot day-of happenings with Garden event execution staff 
• Ensure the billing procedures are followed and the event is closed out properly 
• Follows up with client post-event and ensures survey is distributed 
• Attend networking events such as Chamber of Commerce, etc 
• Maintain effective working relationships with all departments and all levels of management, participating on cross-functional teams as necessary to develop strategic initiatives 

Event Logistics:

• Assumes Event Specialist responsibilities for all events
• Maintains staff resource documents up to date and available for reference
• Main contact for all internal events at Atlanta Botanical Garden, Gainesville
• Acts as liaison between Sales and the Client throughout the event planning process
• Obtains all event details as it pertains to the Garden (timelines, vendor information, setup, staffing, etc.)
• Builds Banquet Event Orders, Resumes and Diagrams to capture all Garden details for the event
• Creates timelines for all events to include but not limited to: Garden-wide public events, Membership Events,
• Development Events, internal meetings and Private Events.
• Works closely with Operations Team and other Garden Departments to ensure that all events are executed in a smooth and timely manner.
• Ensures clients and vendors adhere to Garden environmental protection clauses during the event planning process
• Delivers additional detail and provides any clarification to Garden event execution staff prior to event date
• Assists as needed in day-of execution of events
• Assist in hiring, training, Managing, directing, and training Event Specialist staff to ensure that the highest qualit service is received by our guests.
• Monitor staff performance in all phases of service and job functions, ensuring that all procedures are carried out to departmental standards; rectify any deficiencies with respective personnel.
• Create and manage event staff schedule
• Distribute all relevant materials pertain to Special Events (Banquet Event orders, group resumes, timelines and diagrams) information weekly and daily to appropriate departments
• Review final event paperwork and print documents to create Event Specialist packets
• Create, print and distribute all private event signage
• Manage all drink ticket orders and spreadsheet for private events
• Main point of contact with Marketing to ensure department signage is up to garden standard
• Work with Operations and Maintenance to ensure all equipment is in working order

Requirements

ALL candidates must meet the following necessary qualifications in order to be considered for an interview: 

• (1 - 2 years) in the event management or related professional area - required 
• At least 1 year experience working in Delphi, CI-TY or o