Event Sales Coordinator - Portland, United States - OMSI - Oregon Museum of Science & Industry

Description

The Event Sales Coordinator is responsible for selling and coordinating external museum events such as corporate receptions, conferences, weddings and company picnics. The position responds to event inquiries, conducts site tours, prepares client contracts, and interfaces with internal departments to facilitate client's event needs. By ensuring a quality customer experience, the Event Sales Coordinator plays a crucial role in the achievement of the department revenue goals.

Essential Duties and Responsibilities:

• Event Sales Operations
  • Provides site tours, contract negotiations, onsite event coordination, and payment processing for external private event clients, as well as conducting site tours for potential clients;
  • Consistently maintains sales leads information and communication in Salesforce, including creating contracts, processing event orders, and processing client payments;
  • Prepares and negotiates event contracts and follow up correspondence;
  • Prepares event orders and coordinates with appropriate museum departments to facilitate events, including attending events as an on-site contact on behalf of the client and for museum departments and acting as a contact for event vendors;
  • Supports the Event Sales Manager with museum-wide scheduling systems and facilitates room reservations with internal departments. Effectively manages space requests to maximize revenue and meet overall museum program needs;
  • Knowledgeable of OMSI's catering processes, with an emphasis on coordinating with our exclusive catering provider-Epicurean Group-on logistical needs for private events.
• Event Sales Strategy and Administrative Responsibilities:
  • Actively integrates diversity, equity, access and inclusion (DEI) to support organizational values and strategic priorities, such as identifying and stewarding non-transactional relationships with community partners;
  • Assists the Event Sales Manager with maintaining department accounting, vendor payment, PO processing, financial reporting, and other reports and documentation as necessary.

• This position is exempt, paid salaried;
• This position is regular full-time scheduled for 40 hours/week;
  • Requires working onsite at the museum location;
  • Requires working on some weekends, holidays, early mornings, late nights, and/or evenings in support of Events programming.
• Physical Demands: 70% sitting, 25% standing, 5% lifting/carrying 50 lbs;
  • Ability to push carts and other equipment for food/drink deliveries up to 600 lbs;
  • Ability to stand and walk for 8 hours or more for Events programming.
• Vision Demands include:
  • Close vision (clear vision at 20 inches of less)
  • Distance vision (clear vision at 20 feet or more)
  • Color vision (ability to identify and distinguish colors)
  • Peripheral vision (ability to observe an area that can be seen up and down or to the left or right while eyes are fixed on a given point)
  • Depth and perception (three dimensional vision, ability to judge distance and spatial relationships)
  • Ability to adjust focus (ability to adjust the eyes to bring an object into sharp focus)
• Environmental Demands include:
  • Outdoor weather conditions
• Noise Levels include:
  • Quiet (examples: library, private office)
  • Moderate (examples: business office with computers and printers, light traffic)
  • Loud (examples: metal can manufacturing department, large earth-moving equipment)
  • Very loud (examples: jack hammer work, front row at rock concert)

• Actively participates in and remains knowledgeable of the Portland events community, and attends external networking events and meetings to promote OMSI events;
• Supports continual improvement of Event Sales processes, tools, training, and best practices in service of the larger Events department and programming.

• Business Practices:
  • Demonstrated knowledge of sales client cultivation techniques and strategies;
  • Developed communication skills, with an emphasis on presentation and public speaking;
  • Ability to model and support a positive team dynamic with paid and unpaid staff;
  • Ability to effectively handle multiple tasks, often with overlapping and time-sensitive deadlines;
  • High proficiency with Google Suite and/or Microsoft Office;
  • Ability to adhere to confidentiality, protocol, and community agreements;
  • Demonstrated ability to pivot between individual and team work;
  • Exercises sound judgment while upholding high integrity and ethical standards;
  • Excellent organizational, analytical, and problem solving skills;
  • Excellent attention to detail with a high degree of accuracy.
• Events Knowledge, Communication, and Sales Strategies:
  • Developed Events management knowledge, procedures, and standards, with an emphasis on events sales and lead cultivation;
  • Ability to work with a CRM (Customer Relationship Management) and/or database system;
  • Demonstrated ability to research, draft, clearly edit, and provide accurate information for general audiences and internal and external stakeholders;
  • Ability to interact with a range of diverse audiences and stakeholders, while providing high quality customer service in a culturally responsive manner through a racial equity lens;
  • Knowledge of Fire Code rules to ensure compliance;
  • Knowledge of Oregon Liquor Control and Cannabis (OLCC) rules to ensure compliance.

• Working knowledge of Salesforce CRM;
• Knowledge of fundraising, grants, memberships, and/or other streams;
• Excellent oral and written communication skills in a non-English priority language in Oregon.

• 3 years of cumulative experience-with increasing responsibility-in events and/or event sales:
  • Demonstrated experience working in a full cycle sales environment, from inquiry to closing sales;
  • Examples of successful event management and execution while balancing organizational, budgetary, and audience needs for small and large scale events;
  • Demonstrated project management experience, with an emphasis on staff supervision, multiple project management, resourceful problem-solving and adaptability, process improvements, and budget responsibility for delivering small and large events;
  • Experience working effectively with people of diverse backgrounds and talents in professional work environments, with an emphasis on collaborative projects and deliverables;
  • Examples of effective communication with a variety of internal and external stakeholders in a work environment, as well as fostering strong and lasting community partnerships and relationships.

• An academic degree in an industry related to Marketing, Hospitality Business, or similar.
• Nonprofit and/or museum leadership and management experience;
• Experience working with and/or managing volunteers;
• Experience/comfort with being on stage and in front of large crowds.

• Valid Driver's License;
• Pre-employment checks such as a criminal background check and reference checks;
• OLCC License Server Permit:
  • If not licensed, training can be provided at no cost for selected candidates as part of the onboarding process.
• Oregon Food Handlers Card:
  • If not licensed, training can be provided at no cost for selected candidates as part of the onboarding process.

• Current Adult and Pediatric First Aid, CPR, and AED certifications.

• Multiple health plans (OMSI pays 86% of employee premiums)
• 403(b) retirement with employer match eligibility
• 2 weeks of vacation per year
• 2 weeks of sick time per year
• 12 personal / cultural days (PTO) per year
• Free annual OMSI Family Membership
• Reciprocal Employee Attractions Pass (REAP)
• Inclusion-centered professional development opportunities
• Employee-led rewards and recognition program
• Discounts on summer programs for employee's children