Event Sales & Activities Manager

Priority Dispatch Corp.; Naples (FL); On-site; USD 80,000 - 90,000; Full time

Job summary

Heritage Bay Golf & Country Club in Naples, FL is seeking an Event Sales & Activities Manager to develop new business and promote the Club’s event services. This on-site role plans and coordinates member events, social functions, and recreational programs, working with vendors, members, and staff to maximize revenue and guest satisfaction.

The position focuses on applying sales and marketing principles, managing BEOs, and maintaining excellent service standards to support the Club’s financial

Qualifications

• Previous banquet or event sales experience required; hospitality experience preferred.
• Dedicated to delivering exceptional Member and guest services.
• Knowledge of room set-ups, capacities and event types.
• Experience with budgeting and cost control.
• Excellent organizational, time management, and communication skills.

Responsibilities

• Build and maintain relationships with wedding vendors, civic groups, hotels, and event orgs to promote events.
• Solicit and book event functions to maximize revenue.
• Coordinate with F&B and other club departments for smooth event execution.
• Plan creative programs and events based on membership preferences.
• Create accurate BEOs and manage event documentation and invoicing.
• Oversee marketing materials and social content for events.

Skills

Event sales

Banquet operations

Vendor relationships

F&B coordination

Budget experience

Microsoft Office

Canva

Tools

Jonas/Jonas JAM

Canva

Microsoft Office

Job description

Job Details Job Location: Legal Address - Naples, FL 34120 Salary Range: $80,000.00 - $90,000.00 Base+Commission/year

POSITION SUMMARY

The Event Sales & Activities Manager has dual priorities. They are responsible for developing new business and promoting the Club’s event services. They also plan and coordinate Club Membership social functions and recreational programs. The Event Sales & Activities Manager must maintain strong relationships with Members, clients, and vendors to successfully sell, plan, and coordinate internal and outside events, social functions, recreational programs, and activities that enhance the overall Heritage Bay Golf & CountryClub experience and meet the preferences and expectations of the Club’s membership and management. This position is responsible for applying effective sales and marketing principles to maximize revenue, ensure exceptional Member and guest satisfaction, and support the Club’s financial and operationalgoals.

The Event Sales & Activities Manager’s Banquet Event Orders (BEOs) will guide the F&B management team to ensure all aspects of events and activities are executed successfully. The Event Sales & Activities Manager serves as the primary on-site contact for events and works closely with the F&B Managers, Executive Chefs, and other departments in planning and executing successful events. The Event Sales & Activities Manager works with the F&B Director to control expenses, maintain accurate event documentation - including contracts, BEOs, and invoices - and communicate effectively with Members and outside clients. The Event Sales & Activities Manager ensures that all events reflectthe Club’s standards of hospitality, professionalism, and service excellence.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Build and maintain relationships with wedding vendors and organizations, civic organizations, hotels, special event groups, etc. to promote events. Establish client relationships that encourage repeat business. Attend civic functions, event fairs, and other opportunities to drive sales to create and maintain sustainable and thriving outside events activity.
• Solicit and book event functions that ensure client satisfaction and maximize revenue and profitability.
• Maintain positive relationships and open communication within the F&B Department and across other Club departments to help ensure successful coordination and execution of events and activities.
• Monitor Club activities and make recommendations to improve Member and client service and/or operational efficiencies.
• Maintain industry knowledge through ongoing review of club, wedding, and event publications and participation in relevant trade organizations.
• Plan and implement creative and enticing programs and events that provide socialization opportunities, fitness and wellness activities, educational and recreational programs, as well as member events, based on the preferences of the membership.
• Supervise the daily operations of the Events & Activities Assistant, establishing priorities, assigning projects, and providing guidance to ensure seamless execution of events and administrative tasks.
• Oversee the creation of marketing materials for events and activities, to include printed and electronic flyers and brochures.
• Oversee the creation of appropriate social and golf calendar content, including, but not limited to, uploading events, thumbnails, and registration links to the Club’s website/app.
• Oversee and ensure accurate and accessible reservation systems and processes for dining and events.
• Ensure that all department systems, calendars, files, and communications are maintained to high standards and are up to date.
• Collaborate closely with the Communications & Marketing Coordinator to ensure deadlines are met for submitting departmental materials, content for the Club’s website and social media outlets, and other communication requirements.
• Attend and contribute to management and departmental meetings.
• Attend and contribute to relevant Committee and Board meetings, including, but not limited to, the Member Experience Advisory Committee and the Charity Committee.
• Create accurate and comprehensive BEOs, working closely with all relevant departments, including, but not limited to F&B, Golf, Racquets, and Accounting.
• Participate in pre-function meetings with servers to help ensure efficient service, knowledge of the event and menu details, assigned server stations, and timing of courses, etc.
• Work with the Executive Chefs to regularly review and update event packages and menu development for potential events and activities.
• Conduct after-event evaluations to improve quality and efficiency of functions using the Club’s communication system or other means deemed valuable.
• Address complaints personally while keeping the Director of Food & Beverage informed and/or involved.
• Accurately complete event and activity billing and invoicing using the Club-sanctioned processes and procedures.
• Work closely with the other Club departments:
• Administration - ensure an accurate shared calendar for room reservations and use of common areas.
• Accounting - ensure accurate billing practices, invoice completion, and error corrections.
• Golf, Racquets, and Wellness departments – coordinate and execute events and activities between and for their departments.
• Golf Maintenance - ensure grounds and other common areas are available and ready for events and activities.

Qualifications MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES)

• Previous banquet or event sales and banquet, event, or F&B operation experience is required. Club or hospitality industry experience is preferred.
• Dedicated to delivering exceptional Member and guest services.
• Knowledge of types of room set-ups, capacities, relation to type of event, etc.
• Proficient in Microsoft products, Jonas/Jonas JAM, design and marketing programs such as Canva, and other relevant software and technology platforms.
• Experience with creating and working within an annual budget.
• Excellent organizational and time management skills, detail-oriented and capable of multitasking and prioritizing.
• Valid Florida driver’s license.
• Professional and well-groomed appearance that meets or exceeds Club standards and requirements.
• Demonstrated commitment to providing exceptional Member service and hospitality, with a professional appearance, positive attitude, and welcoming demeanor.
• Outstanding interpersonal skills with a high degree of emotional intelligence, sound judgment, discretion, and initiative when interacting with members, guests, vendors, and staff.
• Excellent written, verbal, and telephone communication skills, with the ability to communicate clearly, professionally, and diplomatically.
• Exceptional organizational, time management, and multitasking skills, with the ability to prioritize competing responsibilities and adapt to changing priorities in a fast-paced environment.
• Proven ability to work efficiently under pressure while maintaining accuracy, professionalism, and attention to detail.
• Self-motivated and resourceful, with the ability to work independently, exercise sound judgment, and complete assignments with minimal supervision.
• Strong collaboration skills with the ability to build and maintain positive working relationships across departments, while also working effectively as an independent contributor.
• Calm, patient, and composed when managing challenging situations, confidential matters, or competing demands.
• Demonstrated professionalism, integrity, and discretion in handling confidential information and sensitive member or business matters.
• Strong work ethic with a commitment to meeting deadlines, achieving objectives, and delivering high-quality results.
• Flexible and adaptable, with a willingness to support the Management Team and assist with special projects and evolving business needs.

PHYSICAL REQUIREMENTS

• Employee is regularly required to stand and/or sit for long hours.
• Must be able to talk and hear in person and by telephone.
• Must use hands to operate, finger, handle, or feel office equipment.
• Must reach with hands and arms.
• Work is performed in a professional office setting utilizing telephone, computer, and other office equipment.
• While performing duties of this class, the employee is regularly required to work on multiple concurrent tasks with constant interruptions, read and interpret documents and information; use oral communication skills; interact with employees, members, the public, and others encountered in the course of work, some of whom will be dissatisfied and/or upset individuals.
• Move or lift objects up to 30 pounds.
• Must be able to climb, crawl, reach, stoop, kneel, crouch, crawl, push, or pull.
• Communication, including reading, hearing, and talking with others.
• Must have close, distance, peripheral, and color vision, along with the ability to adjust focus.
• Must have a valid driver’s license.

NOTE

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.