Event Sales and Sourcing Coordinator

EPIC International; Scottsdale (AZ); On-site; USD 50,000 - 75,000; Full time

Job summary

EPIC International is seeking an organized, proactive Event Sales & Sourcing Coordinator to join our Sales team in Scottsdale. You will identify suitable hotels and venues, create and manage RFPs, and coordinate communications with properties to gather pricing, availability, and program details.

You’ll assist with budgets, cost analysis, and proposals, ensuring information is complete and aligned with client requirements while supporting the transition from sourcing to contracting and planning.

Qualifications

• Exceptionally organized and able to manage many moving pieces at once.
• Proactive and persistent — follow up until you get information.
• Comfortable communicating professionally with hotels, venues, and industry partners.
• Detail-oriented and able to spot missing or inconsistent information.
• Comfortable working with numbers, pricing, budgets, and cost comparisons.

Responsibilities

• Source hotels, resorts, meeting venues, restaurants, and event spaces based on client and program requirements.
• Create, distribute, and manage Requests for Proposals (RFPs).
• Communicate with hotels and venues to obtain availability, pricing, and program details.
• Follow up with properties and manage proposal deadlines.
• Review proposals for completeness and identify missing information.
• Evaluate spaces for capacity, layouts, and overall program flow.
• Gather and organize room rates, minimums, fees, taxes, and other costs.
• Create hotel/venue comparison grids and assist with client-facing proposals.

Skills

Exceptional organizational skills

Strong communication

Microsoft Office Suite

Research abilities

Budgeting/cost analysis

Tools

Excel

Outlook

Word

PowerPoint

Job description

EPIC International is a global meeting, incentive travel, and event management agency specializing in creating unforgettable experiences for corporate clients around the world. From executive retreats and sales conferences to luxury incentive travel programs, we deliver exceptional events through creativity, innovation, technology, and flawless execution.

EPIC is seeking an organized, proactive, and detail-oriented Event Sales & Sourcing Coordinator to join our growing Sales team. This role is ideal for someone who enjoys research, relationship-building, problem-solving, and managing multiple priorities in a fast-paced environment. The Event Sales & Sourcing Coordinator will support the Sales team from the time a new opportunity comes in through venue selection and the transition into contracting and program planning.

You will play an important role in identifying the right hotels, resorts, venues, restaurants, and event spaces for our clients and gathering the information our Sales team needs to develop strong recommendations and close new business.

What You'll Do

• Source hotels, resorts, meeting venues, restaurants, and event spaces based on client and program requirements.
• Create, distribute, and manage Requests for Proposals (RFPs).
• Communicate directly with hotels and venues by phone and email to obtain availability, pricing, concessions, meeting space information, and other program details.
• Follow up consistently with properties and manage proposal deadlines.
• Review hotel and venue proposals for completeness and identify missing or unclear information.
• Evaluate meeting and event spaces for capacity, layouts, functionality, and overall program flow.
• Gather and organize room rates, food and beverage minimums, rental fees, taxes, service charges, audiovisual costs, resort/destination fees, and other anticipated program expenses
• Create clear hotel and venue comparison grids and assist with client-facing proposals and presentations.
• Assist with preliminary budgets, pricing comparisons, and cost analysis.
• Research destinations and identify potential hotel and venue options for new programs.
• Track tentative holds, option dates, proposal deadlines, and sourcing follow-ups.
• Assist the Sales team with preliminary rate and concession negotiations.
• Request contracts once a property has been selected and help transition the program from sourcing into the contracting and planning process.

The ideal candidate is:

• Exceptionally organized and able to manage many moving pieces at once.
• Able to manage many moving pieces at once
• Proactive and persistent — you don't hesitate to follow up until you get the information you need.
• Comfortable picking up the phone and communicating professionally with hotels, venues, and industry partners.
• Detail-oriented and able to spot missing or inconsistent information.
• Comfortable working with numbers, pricing, budgets, and cost comparisons.
• Able to prioritize competing deadlines in a fast-paced environment.
• Resourceful and willing to research and find solutions rather than waiting for direction
• A strong written and verbal communicator.
• Collaborative and comfortable supporting multiple members of a Sales team.
• Proficient with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.