EVENT SALES COORDINATOR
REPORTS TO: General Manager
LOCATION: Miami, FL
ABOUT FAIRCHILD TROPICAL BOTANIC GARDEN:
Fairchild Tropical Botanic Garden is among the world’s best tropical botanic gardens where you fill find internationally renowned collections of cycads, flowering trees, tropical fruits, vines, aroids, and endangered species, which provide a living laboratory for scientists, and the opportunity of discovery for everyone. Fairchild is also a beautiful venue for family-friendly annual events such as the award-winning light spectacular, NightGarden, Chocolate Festival, Mango Festival and more. With its picturesque paths, vistas and displays combined with engaging events and activations, Fairchild provides an unforgettable experience for each and every guest.
POSITION DESCRIPTION:
We are looking for an energetic and organized Event Sales Coordinator who shares a passion for excellence and who infuses enthusiasm into everything they do. Our Sales Event Coordinator will have the opportunity to shape our guest experience by providing exceptional knowledge of the property and will proactively provide support to our Events and Sales team.
The Event Sales Coordinator will be mainly responsible for managing the day-to-day operations related to activities and events for our clients. Additionally, you will be responsible for coordinating and responding to inquiries regarding event facilities for local and group-hosted events in the garden’s continuing effort to deliver outstanding guest service and financial profitability.
JOB RESPONSIBILITIES:
• Assist and carry out the duties set forward by the Events Sales Managers as needed.
• Initiate qualifications for telephone sales inquiries to support Events and Sales process and create a positive impact by effectively qualifying business for Events and Sales opportunities.
• Answer client inquiries about property facilities/services (e.g., hours of operation, promotions, entertainment, special events) to the appropriate Manager as necessary; ensures timely follow-up.
• Schedule events and sales calls for & tours for managers based on their calendar availability.
• Maintain the various file systems, both electronic and paper of leads, contracts, and accounting.
• Meet with clients and vendors in the absence of the Events Managers and professionally convey necessary fundamentals and details of the sale to the client.
• Prepare sales proposals, vendor contracts.
•Organize all required regulatory documentation including sending sales contracts to clients in a timely manner, and following up to ensure that they are returned to the garden on-time to ensure the completion of a successful event and post advanced deposits/payment to sales accounts.
• Meet with and communicate event needs to the appropriate operating departments throughout the Garden as needed.
• Coordinate vendors relating to sales to establish strong relationships with vendors to ensure the maximization of garden revenue.
• Manage Event set up team when prior to events.
• Support Event Leaders during events.
• Enter, retrieve, and reconcile commissions in partnership with Finance team.
QUALIFICATIONS:
• 2+ years of Hospitality experience preferred.
• Administrative Assistant Experience.
• Proficient in using MS Office Suite (Word, Excel, PowerPoint) and adaptable to learning new apps quickly.
• Proactive to identify innovative opportunities for creative sales presentations and structure towards more effective sales tools for the Events and Sales managers.
• Self-motivated and capable of taking initiative to support the GM’s and team proactively.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Familiarity with the sales process and understanding of sales terminologies is a plus.
• Detail oriented, well developed organizational skills and a strategic thinker.
• A strong love of events and the desire to grow within the events sales department as a future sales or service manager!
EPIC Entertainment Group, LLC
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