Four Rivers Cultural Center

 

TITLE:    EVENTS & SALES COORDINATOR                                         FLSA Status:  Non-Exempt   

 

GENERAL SUMMARY: 

The Events & Sales Coordinator is the frontline position responsible for contracting the use of the convention center; soliciting to businesses, government agencies, and private organizations.  Provides exemplary customer satisfaction and builds sustainable relationships with customers and community partners to the benefit of the Four Rivers Cultural Center.  When sales are closed, ensure customer satisfaction before, during and after contractual use of the facility.  As the primary client contact, this position negotiates the needs of the clients, guarantees delivery of services with requested accessories and submits confirmation schedules to accounting for invoice preparation.  The Events & Sales Coordinator is responsible for mailing the initial contract and invoice to the client.  The Events & Sales Coordinator reports directly to the Executive Director of the facility, and along with the Executive Director, communicates and coordinate customer expectations to the set-up staff.

 

DUTIES:

            Services

• Solicits businesses, government agencies and private organizations in person and cold calls.
• Attends community events to learn about upcoming events and possible business: Chamber Luncheons, After Hours and participates in local Trade Shows.
• Responsible for achieving a monthly revenue sales goal.
• Compilation of reports such as weekly sales reports for staff meetings, monthly reports for the Board of Directors and quarterly sales action reports.
• Maintain the master event schedule
• Complete confirmation forms for clients.
• Confirm customer service needs and complete request forms regarding room set-up, A/V package, catering  service, telephones, message boards, stage, dance floor, pipe and drape and other related services.

• Responsible for locating special equipment requests or equipment not currently in the Center inventory.
• Provides a hand-written thank you for each customer upon completion of their event.
• Provide tours of the Theater and Conference areas to potential customers.
• Generate customer contact for facility use; creates confirmation schedule, submits to accounting for invoicing.
• Develops contract, secures deposit, prepares for client payment before each event.
• Responsible for ensuring set-up is completed prior to an event and clean-up prior to and following each event.
• Responsible for ordering supplies, preparation, and set-up relating to coffee bars and water service.
• Works with a caterer to formulate required menus and cost for food service and schedules for kitchen use.
• Provide for last minute customer requests during an event.
• Responsible for fulfilling closure with the client through thank you letters and evaluation surveys.

 

 

General

• Assist in providing reception coverage as needed and with staff and volunteer coverage during absences.
• Other duties performed as necessary to open and close the museum and the building and provide for a safe, clean, and presentable facility for the customer of Four Rivers Cultural Center.

 

QUALIFICATIONS:

Minimum of three years’ experience in sales and customer service.  Bilingual a plus. Experience with CRM procedures and leading a sales strategy.  Ability to coordinate and organize public events.  Good communication skills both verbally and written. Leadership skills with an ability to be a team player.  Knowledge of Microsoft Word, Publisher, Windows 7+, Excel and computer skills necessary to implement software specific to bookings and convention services.  Ability to deal with the public and maintain customer service in times of multiple demands.

 

WORKING CONDITIONS:

The convention services department occupies an office in the Center lobby.  It is accessible to the public and works in coordination with both operations of the facility and sales and marketing.  Because of its location, this office frequently receives drop-ins and excessive foot traffic on a daily basis.  The employee in this position is required to be constantly in the public eye, therefore it is essential that a professional look and professional behavior be maintained always.  As part of a small staff, working as constructive and contributing team member is a must.

 

 

The above information has been designed to indicate the general nature and level of work performed by employees in this position.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.