EPIC Entertainment Group, LLC

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

EPIC Entertainment Group is a collective of innovative producers, experiential marketers and creative designers whose sole mission is to produce unrivaled immersive experiences while having a kick-ass time doing it.

We provide a wide selection of services in attractions, live entertainment, event production and social engagement, creating dynamic experiences from conception to production, operation and analyzation. Our customized solutions push the limits of innovation, delivering unparalleled results and lasting impressions.

POSITION DESCRIPTION:

We’re looking for someone who is highly self-motivated and equally talented to manage event operations, retail, admissions and guest services while supporting the overall venue operation at one of the premiere botanical gardens in the world located in Miami, FL . This position requires extreme attention to detail and the ability to manage and motivate a team in a unique educational attraction-based setting.

In this role you will manage event production, daily admissions/ticketing operations, visitor services and retail sales for this world-class botanical garden. With a full calendar of social and special event activations, educational classes and daily activities, there is always something happening in the garden. Your job will be to hire and manage the teams, create efficient operating plans and facilitate excellent guest experiences.

JOB RESPONSIBILITIES:

·      Manage Special Event Development and Production to ensure all events are planned and executed to provide excellent guest experiences

·      Work with internal team and vendors to curate and manage specialized food and beverage offerings for events

·      Lead guest-facing teams including admissions/ticketing, visitor services and retail sales

·      Procure and manage third-party vendors in support of managed teams to ensure seamless integration with the Garden team(s)

·      Oversee the Visitor Center’s daily admissions, membership retention and retail operations, including inventory oversight, retail buying & merchandising, vendor relations, and promotions

·      Provide detailed tracking and reporting of admissions and retail sales

·      Work with volunteer services to identify opportunities for volunteer involvement; develop and oversee training programs for new volunteers

·      Manage all aspects of guest relations including concerns, recovery and feedback to ensure members and guests have an excellent experience

·      Hire, train and schedule teams to ensure adequate coverage for regular operations and special events/activations within a defined budget

·      Ensure all cash handling procedures are followed per Garden standards

·      Be a motivating positive force for all departments

·      Support the production and execution of all garden operations, events and activities

·      Build and manage budgets to ensure financial responsibility and profitability

QUALIFICATIONS:

·      College degree or equivalent experience preferred

·      Minimum three-to-five years of retail, box office/admissions, event and/or live entertainment experience

·      Hospitality experience a plus

·      Strong project management skills

·      Proficiency in Microsoft Word, Excel, Outlook and other Microsoft Office applications required, with a special emphasis on Excel

·      Client focus with attention to detail, flexibility and accountability for results

·      Ability to build consensus and cultivate relationships

·      Excellent problem-solving and organizational skills

·      Excellent verbal and written comprehension and communication skills

·      Ability to multi-task and maintain a calm demeanor in a stressful environment

·      Strong leadership skills with an ability to motivate staff and support senior staff

·      Must be able to handle a fast-paced, high-pressure environment with long hours

·      Must have a flexible schedule and be willing to work weekends and holidays as needed.

·      Must have unrestricted authorization to work in the United States

EPIC Entertainment Group, LLC

EPIC Entertainment Group is a collective of innovative producers, experiential marketers and creative designers whose sole mission is to produce unrivaled immersive experiences while having a kick-ass time doing it.

We provide a wide selection of services in attractions, live entertainment, event production and social engagement, creating dynamic experiences from conception to production, operation and analyzation. Our customized solutions push the limits of innovation, delivering unparalleled results and lasting impressions.

POSITION DESCRIPTION:

We’re looking for someone who is highly self-motivated and equally talented to manage venue and event operations, retail, admissions and guest services at one of the premiere botanical gardens in the world located in Miami, FL . This position requires extreme attention to detail and the ability to manage and motivate a team in a unique educational attraction-based setting.

In this role you will manage operations, admissions/ticketing, visitor services and retail sales for this world-class botanical garden. With a full calendar of social and special event activations, educational classes and daily activities, there is always something happening in the garden. Your job will be to hire and manage the teams, create efficient operating plans and facilitate excellent guest experiences.

JOB RESPONSIBILITIES:

·      Direct and lead all venue operations, including Special Events, Rentals, Admissions/Ticketing, Guest Services,

Retail Sales, Security, Parking and Housekeeping/Property Services

·      Oversee daily Operations including the above plus specialty contractors, and outside vendors in support of

internal teams to achieve flawless execution

·      Ensure the safety and security of the venue through proper staffing and training

·      Work closely with department leaders to support strategic planning and to identify and implement cost and

operational efficiencies

·      Establish and maintain relationships with key stakeholders, both internal and external

·      Develop and manage departmental budgets through thorough analysis, effective cost management and

accurate forecasting

·      Provide detailed tracking and reporting of financial performance to ensure all targets are met

·      Maintain excellent rapport with vendors to ensure quality and consistency of services

·      Ensure compliance with Garden and EPIC standards, client specifications, contractual obligations and all other

compliance requirements

·      Regularly assess and evaluate the performance and effectiveness of operational teams

·      Responsible for overall venue cleanliness and organization

·      Closely monitor market trends and competitor activities to stay ahead of the curve

·      Provide regular updates to EPIC Managing Partners

·      Instill a culture of excellence and provide motivational leadership for all departments

QUALIFICATIONS:

·      College degree or equivalent experience required

·      Minimum three-to-five years of venue operations and/or management, retail, box office/admissions, event and/or

live entertainment experience

·      Hospitality experience a plus

·      Strong project management skills

·      Proficiency in Microsoft Word, Excel, Outlook and other Microsoft Office applications required, with a special

emphasis on Excel

·      Client focus with attention to detail, flexibility and accountability for results

·      Ability to build consensus and cultivate relationships

·      Excellent problem-solving and organizational skills

·      Excellent verbal and written comprehension and communication skills

·      Ability to multi-task and maintain a calm demeanor in a stressful environment

·      Strong leadership skills with an ability to motivate staff and support senior staff

·      Must be able to handle a fast-paced, high-pressure environment with long hours

·      Must have a flexible schedule and be willing to work weekends and holidays as needed.

·      Must have unrestricted authorization to work in the United States

EPIC Entertainment Group, LLC