Event Sales Coordinator

Sacbar; Santa Rosa (CA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Life insurance

Disability insurance

401(k)

Paid time off

Job summary

Sacbar is seeking an Event Sales Coordinator to assist with planning and execution of events, coordinating details and maintaining client communications. You will work closely with the Event Sales Manager to ensure accuracy from initial inquiry to final execution, and support administrative tasks and records management.

The role emphasizes collaboration, prospecting support, and accurate event documentation, with a focus on delivering excellent guest experiences and meeting the club's annual

Qualifications

• High school diploma or equivalent.
• Minimum 1 year in a customer-facing or sales support role in hospitality/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 and written/verbal communication skills.

Responsibilities

• Assist with coordinating and executing event sales, including logistics and client communication.
• Serve as the primary client contact during the planning process and document client needs.
• Support creation and distribution of proposals, contracts, event orders, floor plans, and diagrams.
• Maintain client database and assist in developing a prospect inventory.
• Coordinate with kitchen/service teams and vendors to ensure smooth execution.

Skills

Customer service

Organizational skills

Communication skills

Team collaboration

Attention to detail

Education

High school diploma

College coursework in hospitality/marketing

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 Event Sales Coordinator works closely with the Event Sales Manager to ensure all event details are meticulously managed, from initial inquiry to final execution. This position is responsible for providing administrative support, maintaining client records, and ensuring smooth communication between the sales team, clients, and internal departments. The Coordinator plays a crucial role in supporting the achievement of the annual event sales plan by assisting with prospecting efforts and client interactions.

Reporting Structure

• Reports to the Event Sales Director

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.

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 all company, club, and department policies, procedures, and instructions.
• Maintain a high level of professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
• Follow safe working practices, ensuring compliance with safety guidelines and encouraging others to do the same.
• Take the initiative in personal and professional growth and maintain any required certifications relevant to your 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