Event Sales Coordinator

Fair Oaks Ranch Golf & Country Club; Fair Oaks (TX); On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

Life insurance

Short-term and long-term disability

401(k) retirement savings plan

Generous paid time off and leave

Job summary

Fair Oaks Ranch Golf & Country Club in Texas is seeking an Event Sales Coordinator to assist with planning and coordination of event sales, from inquiry to execution. You will support the Event Sales Manager, handle client communications, maintain records, and help achieve the annual event sales plan through prospecting and client interactions.

This role requires organizational skills, teamwork, and the ability to lift up to 25 lbs as needed; weekend/holiday availability may be required.

Qualifications

• High school diploma or equivalent required.
• 1 year of experience in a customer-facing or sales support role in hospitality or events.
• College coursework in hospitality, marketing, or related field preferred.
• Basic understanding of marketing and prospecting strategies preferred.
• Basic understanding of Microsoft Office and event management software preferred.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to work collaboratively within a team environment.
• Must be able to stand, walk, and perform physical activities for extended periods.
• Must be able to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
• Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.
• Able to lift, carry, push, and pull up to 25 lbs. occasionally.

Responsibilities

• Assist the Event Sales Manager with the coordination and execution of event sales, including managing event details, logistics, and client communication.
• Serve as the primary point of contact for clients during the event planning process, ensuring all client needs and preferences are documented and communicated effectively.
• Support the creation and distribution of event proposals, contracts, event orders, floor plans and diagrams, ensuring accuracy and attention to detail.
• Maintain and update the client database with accurate information, assisting in the development of a prospect inventory.
• Ensure that all event-related documents, including contracts and payment records, are properly filed and organized.
• Assist with basic financial tracking, such as recording deposits and payments in coordination with the accounting team.
• Manage event supplies and inventory, coordinating with vendors as needed.
• Coordinate with the kitchen and service teams to ensure event details are communicated and executed as planned.
• Participate in regular sales and event meetings, providing updates on event status and client interactions.
• Provide general administrative support to the Event Sales Manager and Director as needed.
• Assist others as needed and take on additional tasks as assigned by management.
• Follow company, club, and department policies, procedures, and instructions.
• Maintain professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
• Follow safe working practices and encourage others to do the same.
• Take initiative in personal and professional growth and maintain any required certifications relevant to the role.
• Address and resolve challenges using available resources, working with regional and corporate teams to support club operations.
• Attend daily briefings and actively engage in required activities to stay informed and contribute to the team's success.

Skills

Organizational skills

Attention to detail

Verbal communication

Written communication

Team collaboration

Physical stamina

Education

High school diploma or equivalent

College coursework in hospitality/marketing or related field

Tools

Microsoft Office

Event management software

Job description

Overview

The Event Sales Coordinator assists with the planning and coordination of event sales at the club to enhance the member and/or guest experience. The role works closely with the Event Sales Manager to ensure all event details are managed from initial inquiry to final execution. This position provides administrative support, maintains client records, ensures smooth communication between the sales team, clients, and internal departments, and supports achievement of the annual event sales plan through prospecting efforts and client interactions.

Experience Required

• High school diploma or equivalent.
• A minimum of 1 year of experience in a customer-facing or sales support role in the hospitality or events industry.
• College coursework in hospitality, marketing, or a related field preferred.
• Basic understanding of marketing and prospecting strategies preferred.
• Basic understanding of Microsoft Office and event management software preferred.
• Strong organizational skills and attention to detail.
• Effective verbal and written communication skills.
• Ability to work collaboratively within a team environment.
• Must be able to stand, walk, and perform physical activities for extended periods.
• Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
• Capable of climbing ladders, squatting, kneeling, reaching, grasping, twisting, bending, and folding/unfolding as required.
• Able to lift, carry, push, and pull up to 25 lbs. occasionally.
• Effective communication skills, including talking and hearing, with sufficient visual acuity.
• Must be available for scheduled attendance, with additional hours as needed including weekends and/or holidays.

Essential Responsibilities

• Assist the Event Sales Manager with the coordination and execution of event sales, including managing event details, logistics, and client communication.
• Serve as the primary point of contact for clients during the event planning process, ensuring all client needs and preferences are documented and communicated effectively.
• Support the creation and distribution of event proposals, contracts, event orders, floor plans and diagrams, ensuring accuracy and attention to detail.
• Maintain and update the client database with accurate information, assisting in the development of a prospect inventory.
• Ensure that all event-related documents, including contracts and payment records, are properly filed and organized.
• Assist with basic financial tracking, such as recording deposits and payments in coordination with the accounting team.
• Manage event supplies and inventory, coordinating with vendors as needed.
• Coordinate with the kitchen and service teams to ensure event details are communicated and executed as planned.
• Participate in regular sales and event meetings, providing updates on event status and client interactions.
• Provide general administrative support to the Event Sales Manager and Director as needed.
• Assist others as needed and take on additional tasks as assigned by management.
• Follow company, club, and department policies, procedures, and instructions.
• Maintain professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
• Follow safe working practices and encourage others to do the same.
• Take initiative in personal and professional growth and maintain any required certifications relevant to the role.
• Address and resolve challenges using available resources, working with regional and corporate teams to support club operations.
• Attend daily briefings and actively engage in required activities to stay informed and contribute to the team's success.

Benefits

• Medical, dental, and vision coverage
• Life insurance
• Short-term and long-term disability insurance
• 401(k) retirement savings plan
• Generous paid time off and leave programs