Event Services Sales Coordinator

Wisconsin State Fair Park; West Allis (WI); On-site; USD 28,000 - 34,000; Full time

Job summary

Wisconsin State Fair Park seeks an Event Services Sales Coordinator in West Allis, WI to drive year-round bookings beyond the State Fair. You will coordinate with clients, respond to inquiries, draft proposals, and manage contracts in Momentus/Ungerboeck CRM with support from the Sales Manager.

The role requires strong customer service, networking, and organizational skills, with occasional evening or weekend events and a starting wage of $20–$25 per hour plus an extensive benefits package after

Qualifications

• Event Sales experience preferred and beneficial.
• Proven customer service and networking skills.
• Ability to manage multiple tasks and meet deadlines.
• Experience using CRM systems like Ungerboeck/Momentus.
• Strong written and verbal communication abilities.

Responsibilities

• Prospect new clients through calls, events, and proposals.
• Respond to online RFPs and discuss rental of facilities.
• Draft licenses and modify agreements under supervision.
• Manage client bookings and contract files in Momentus/Ungerboeck.
• Coordinate events with multiple park departments and vendors.
• On-site event supervision and guest experience oversight.

Skills

Event sales experience

Networking & relationship building

Customer service

Time management

Written & oral communication

Tools

Ungerboeck/Momentus CRM

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Event Services Sales Coordinator (West Allis, WI)

POSITION SUMMARY The Event Services Department is seeking a talented, ambitious and motivated candidate with a positive attitude to fill a Sales Coordinator position. Wisconsin State Fair Park is a year-round event complex, hosting sporting, agricultural, consumer, convention, banquet and meeting events and more throughout the four seasons. Home to the Exposition Center, Dairy Building, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, Wisconsin Building and many other facilities, hundreds of events are held on the fairgrounds each year. Under the direction of the Director of Event Services, the majority of the job responsibilities will be focused on bringing new year-round events to the park outside of the annual State Fair, with a portion focused on Event Manager support. Visit www.wistatefair.com for more information about Wisconsin State Fair Park.

EMPLOYMENT TYPE This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system, working an average of 40 hours per week throughout the calendar year. Annual hours worked will not exceed 2,078.

COMPENSATION & BENEFITS The starting wage for this role will be $20 to $25 per hour, based on qualifications. A comprehensive fringe benefits package, including a pension, health and dental insurance, life insurance, and disability insurance is available after a minimum employment period is met. Paid time off for vacation, holidays, etc. is not included as part of the benefits package per State of Wisconsin Legislature, s. 230.26(4), Wis. Stats .

WHO CAN APPLY This position is open to all qualified State of Wisconsin residents who meet the outlined criteria.

ESSENTIAL FUNCTIONS

Sales Coordination

• Prospects for new clients through sales calls, industry event attendance, lead generation, phone solicitation, written proposals, and other methods as necessary
• Working with the Sales Manager, responds to online Request for Proposal (RFP) submissions through WSFP web site by contacting potential clients to discuss potential rental of facilities
• Negotiates prices for space rental agreements within existing company sales policies and under the direction of the Event Services Director
• Drafts agreements for facility use between WSFP and clients for approval by Event Services Director, making modifications as necessary before finalizing a license agreement
• Assists in Managing the client booking calendar in Momentus/CRM and maintains contract files and rental schedules to determine availability of facilities for bookings
• Reviews event settlements and close bookings to ensure compliance with license agreement terms
• Meets with clients before, during and after their event to ensure their experience was satisfactory, learn how to enhance their experience, and to discuss future events
• Represents WSFP at industry events
• Works closely with WSFP Catering and Concessions partners to ensure a high level of guest experience and service

Event Coordination

• Responsible for coordinating and overseeing events held on the Wisconsin State Fair Park grounds in collaboration with lead Event Managers. May independently coordinate internal events as assigned.
• In collaboration with the Event Manager, coordinates and communicates between event planners and numerous park departments from inception to completion of events.
• Acts as an on-site manager of grounds and various building operations and primary show management contact during the event(s).
• Develops, prioritizes, and implements internal event operations plans as well as coordinates customer pre-convention meetings and sales meetings to determine staffing levels.
• Compiles estimates, creates floor plans, and grounds layouts, submits invoice information, and prepares management reports for internal events.
• Manages on-site staffing to ensure outstanding event planner, attendee, and exhibitor experiences, while problem solving issues as they arise.
• Generate event related documents, including event sheets, schedules and letters including the contract requirements, setup and teardown dates, event dates, etc. and distribute to appropriate departments.
• Learn WSFP buildings' physical workings and capabilities.
• Perform other assigned special projects and tasks necessary to maintain high level of customer service to all WSFP customers.
• Other duties as assigned.

QUALIFICATIONS

• Event Sales Experience, preferred
• Proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Excellent customer service skills
• Strong networking and relationship building skills
• Ability to follow tasks through to completion and meet deadlines
• Ability to establish and maintain effective working relationships with various departments, clients, and vendors
• Organized with good time management skills
• Effective oral and written communication skills
• Experience with CRM Software including Ungerboeck/Momentus or similar
• Prior experience coordinating and communicating event needs and venue requirements, preferred
• Knowledge of contract compliance practices
• Strong troubleshooting and implementation skills
• Ability to work irregular hours including nights, weekend and holidays as dictated by the venue schedule

SPECIAL NOTES The candidate must be able to work all 11 days of the annual Wisconsin State Fair. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.

COMPANY DESCRIPTION Wisconsin State Fair Park is a year-round entertainment venue, hosting activities, events, meetings and more throughout the four seasons. Home to the Exposition Center, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, WI Products Pavilion, and many other facilities, hundreds of events are held at the Fair Park each year. Perhaps the most notable and certainly the signature event, the Wisconsin State Fair, welcomes more than one million Fairgoers over 11 summer days. Visit wistatefair.com for more information. Wisconsin State Fair Park’s central location within the largest metro area in Wisconsin makes it a desirable place to work, live, and play. As a world-class city, Milwaukee and the Greater Milwaukee Area are full of opportunities galore for living, working, and playing. Visit discovermilwaukee.com for more information.

All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.

Wisconsin State Fair Park is an Equal Opportunity Employer.

Department: Event Sales and Services This is a non-management position This is a full-time position