Special Events Sales Coordinator - Helena, United States - CIA Restaurant Group

CIA Restaurant Group Helena, United States

2 weeks ago

Description

** Special Events Sales Coordinator**

**Job Category****:** Special Events Sales **Requisition Number****:** SPECI002524 Showing 1 location **Job Details**

**Description**

**POSITION SUMMARY**

The Special Events Sales Coordinator is responsible for providing assistance in securing event up-sales, coordinating corporate event planning, and overseeing client services from the time the event is contracted through the execution and final billing. This position ensures effective collaboration with the culinary and operations teams and accounting department to respond to service and business needs and foster future sales.

**ESSENTIAL RESPONSIBILITIES**

Provides consistent and responsive coverage for the Special Events sales office as scheduled by the Sales Manager; fields walk-in, telephone and e-mail inquiries concerning Special Events services, and schedules and conducts site visits for prospective Special Events clients; conducts VIP and industry building tours as necessary.

Develops new client relationships in support of generating future business; assist the Special Events Sales Manager in the identification and development of new business; participates in the planning of product concepts, sales tools, and customer information packages; maintains relationships with clients to help solidify the image of the Greystone special events department as a foundation for future bookings.

Makes initial contact with client following file review with Sales and establishes communication flow with client or internal department to ensure complete information; communicates timeline to client to include guarantee and payment schedules; obtains guarantee and process payments in accordance with departmental guidelines.

Prepares Event Proposals and assists with the preparation of contracts according to client needs, for approval by the Sales Manager; up sells contracts and handles final invoicing of designated events, ensuring accuracy and closure.

Understands food and beverage minimums and is comfortable with the negotiation process.

Verifies timing, flow, dcor, details, and other services for all components of the event; coordinate menu and beverage selections and submit to client for approval; contracts outside vendors for other services such as audiovisual, floral, rentals and entertainment; completes and distributes Special Event Order to staff in a timely manner.

Presents client profile and event details to operations staff during service meeting, communicates any changes through revised orders and service meetings.

Greets client and introduce them to the staff responsible for their event; ensure that any last-minute details or additions are covered with the service staff; oversees the timing and execution of the event according to the customers expectations; assists client with any other necessary arrangements in conjunction with their event.

Obtains consumption and event reports following the event; collect & record expense information for transferring relevant costs for in-house events; handle final invoicing, ensuring accuracy; coordinate any customer materials for pickup after completion on the event; follow up on any customer concerns such as lost & found, accidents or complaints.

Maintains office organization according to established procedures.

Any and all other duties as assigned.

**REQUIRED QUALIFICATIONS**

Education :

A high school diploma or GED.

Experience :

Minimum of two (2) years of event coordination and event production experience.

A thorough understanding of current food & wine trends with an emphasis on California.

**PREFERRED QUALIFICATIONS**

Minimum of three (3) years combined experience in hospitality, special events and customer service.

Experience with sales, marketing, and client relations in the hospitality industry.

Working knowledge of Catering Computer Software, ideally Triple Seat.

**REQUIRED SKILLS**

Good command of the English language both verbal and written.

Excellent verbal and written communication skills; ability to effectively work with multiple teams across the organization to respond to business needs.

Excellent interpersonal and relationship building skills, and a positive team-oriented attitude.

Ability to work accurately and quickly with strong attention to detail.

Strong computer experience, which must include the ability to work effectively with MS Office Suite products, i.e., Word, Excel, and PowerPoint.

Ability to multi-task and prioritize competing requests.

Excellent logistical planning skills.

**WORKING CONDITIONS**

Ability to work a flexible schedule, including evenings, holiday, weekends with overtime when necessary, in order to manage and oversee designated events and meet business needs.

Regular work requires a great deal of sitting, standing, lifting, bending, and stretching.

Must be able to stand for 8 hours.

Ability to work in extreme temperatures hot and cold for long periods.

Ability to lift and carry up to 30 lbs.

**ADDITIONAL INFORMATION**

Benefits are offered based on the position type and status. Benefits offered *may* include;

Medical and prescription drug plan

Dental plan, Vision plan

Insurance: Life, Home, Auto, even Pet

Short- and long-term disability plans

Generous paid time off programs, including paid holidays

Retirement savings plan 403(b) with company contribution

Employee assistance program

Tuition assistance programs

And more

**Qualifications**

**Skills**

**Behaviors**

**:**

**Motivations**

**:**

**Education**

**Experience**

**Licenses & Certifications**

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