Bohemia Manor Farm | Sales Administrator

Bohemia Manor Farm; Chesapeake (VA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Growth opportunities

Collaborative culture

High-end event environment

Job summary

Bohemia Manor Farm and Winery, located in Chesapeake City, Maryland, seeks a Sales Administrator to support Wedding, Corporate, and Social Event Sales teams with contracts, CRM data, and event documentation.

The role emphasizes organization, customer service, and cross-department coordination to ensure seamless client experiences from booking to execution.

This position offers growth within VIVÂMEE Hospitality and exposure to high-end events in a unique waterfront setting.

Qualifications

• Minimum 2 years in administrative or event coordination roles.
• Experience supporting wedding, corporate, or hospitality sales teams preferred.
• Proficiency in Microsoft Office and CRM tools.
• Excellent organization, multitasking, and time management.
• Strong written and verbal communication and attention to detail.

Responsibilities

• Provide administrative support to Wedding, Corporate, and Social Event Sales Managers.
• Prepare and maintain contracts, proposals, BEOs, floor plans, and event documents.
• Maintain accurate client records in CRM and event management systems.
• Coordinate client meetings, tastings, site tours, and planning appointments.
• Track event details, menus, enhancements, upgrades, and rental orders.
• Communicate event updates to operations and generate sales reports.
• Assist with deposit tracking, invoicing, and payment follow-up.
• Support internal event meetings and distribute information timely.
• Provide post-event follow-up and collect client feedback.
• Maintain organized records and ensure policy compliance.
• Support special events, bridal shows, and networking activities.

Skills

Administrative support

Event coordination

CRM systems

Microsoft Excel

Microsoft Word

PowerPoint

Organizational skills

Communication skills

Attention to detail

Team collaboration

Tools

CRM software

Event management software

Microsoft Office Suite

Job description

Bohemia Manor Farm | A VIVÂMEE Hospitality Signature Collection

Bohemia Manor Farm and Winery is a premier waterfront estate in Chesapeake City, Maryland, spanning 368 acres with over two miles of scenic shoreline along the Bohemia River. The property features a historic Georgian-style manor, luxury accommodations, a thriving vineyard, and a full-service winery and event destination.

At VIVÂMEE Hospitality, our culture is grounded in our core virtues:

• JOY – We genuinely enjoy serving others and winning together as a team
• HUMILITY – We respect and uplift one another, always willing to learn and support
• MINISTRY – We view hospitality as a meaningful act of service, creating transformative guest experiences

We hire, develop, and recognize team members based on these values. Candidates who are inspired to grow within these virtues will thrive in our organization.

Position Overview

The Sales Administrator is responsible for providing administrative and operational support to the Wedding, Corporate, and Social Event Sales teams. This role partners closely with Sales Managers to ensure a seamless client experience from booking through event execution by managing contracts, event documentation, CRM data, client communications, scheduling, reporting, and cross-departmental coordination.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced hospitality environment. This position plays a key role in supporting revenue growth, maintaining accurate event records, and ensuring successful execution of client events.

Key Responsibilities:

• Provide administrative support to Wedding, Corporate, and Social Event Sales Managers.
• Prepare, update, and maintain contracts, proposals, Banquet Event Orders (BEOs), floor plans, and event documentation.
• Manage and maintain accurate client records within CRM and event management systems.
• Coordinate client meetings, tastings, site tours, walkthroughs, and planning appointments.
• Track event details, menu selections, enhancements, upgrades, rental orders, and special requests.
• Communicate event updates and changes to operational departments.Generate sales activity, booking, forecasting, and revenue reports.
• Assist with deposit tracking, invoicing coordination, and payment follow-up.
• Support internal event meetings and ensure timely distribution of event information.
• Provide post-event administrative support, including client follow-up and feedback collection.
• Maintain organized records and ensure compliance with company policies and procedures.
• Support special events, bridal shows, open houses, and networking events as needed.

Qualifications

• Minimum of 2 years of administrative, sales support, event coordination, hospitality, or related experience.
• Experience supporting wedding, corporate, social event, catering, or hospitality sales teams preferred.
• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and PowerPoint.
• Experience with CRM systems and event management software.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication abilities.
• Exceptional attention to detail and accuracy.
• Ability to work collaboratively with clients, vendors, and internal teams.
• Professional, customer-focused, and service-oriented approach.
• Ability to manage multiple deadlines in a fast-paced environment.
• Flexibility to support occasional evenings, weekends, and special events as business needs require.

What We Offer

• Competitive salary (based on experience)
• Growth opportunities within VIVÂMEE Hospitality
• Collaborative and values-driven culture
• Opportunity to work in a unique, high-end event environment

Disclaimer

“This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs or technical developments).”

Bohemia Manor Farm is an Equal Opportunity Employer. In Compliance with the American with Disabilities Act, Bohemia Manor Farm may provide reasonable accommodation to qualified individuals and encourage both prospective and current employees to discuss potential accommodation with the employer.