Sales & Event Coordinator

Mainsail Lodging & Development; Tampa (FL); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical, Dental, Vision benefits

401K

Paid Time Off

Tuition Reimbursement

Bereavement Leave

Employee Discounts

Free employee meals

Job summary

Epicurean Hotel seeks a detail-oriented Sales & Events Coordinator to support the General Manager and Sales/Events team. You will manage inquiries, prepare proposals, contracts, and quotes, and assist with event orders, private dining, and Epicurean Theatre events to bring guest experiences to life from inquiry to completion.

The role requires strong organizational and communication skills, hospitality awareness, and the ability to juggle multiple priorities in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; hospitality, business, or event-related education preferred.
• Two (2) years of previous experience in hotel sales, catering, events, hospitality, or administrative support preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office and the ability to learn hotel systems; CI/TY experience preferred.

Responsibilities

• Respond to sales and event inquiries promptly, professionally, and accurately.
• Assist with light selling, lead qualification, proposals, contracts, and client follow-up.
• Enter leads, build opportunities, and prepare quotes in CI/TY.
• Conduct site inspections and assist walk-in clients when the Sales team is unavailable.
• Maintain organized and accurate sales files, contracts, and client records.
• Assist with detailing meetings, groups, private dining, EDGE events, and special functions.
• Prepare and distribute Event Orders, BEOs, group resumes, event revisions, guarantees, banquet checks, and Daily Event Sheets.
• Coordinate event details and communicate changes with clients and hotel departments.
• Assist with guest amenities, welcome letters, transportation schedules, deliveries, and other event needs.
• Coordinate and prepare Event Orders for internal meetings and special events as directed by hotel leadership.
• Manage Private Dining and EDGE leads from initial inquiry through contracting, event coordination, execution support, and final billing.
• Coordinate Epicurean Theatre public events, including event postings, client/guest communication, and Event Orders.
• Work closely with the Chef, Director of Food & Beverage, and Events team to support successful event execution.
• Provide administrative support to the Sales & Events team and General Manager, including correspondence, reports, proposals, RFPs, and special projects.
• Assist with the monthly GM Summary.
• Maintain adequate supplies, sales collateral, promotional materials, and event materials.
• Support thank-you letters, post-event follow-up, and timely communication across departments.
• Perform other duties as assigned to support the Sales, Marketing, Events, and overall hotel operation.

Skills

Organizational skills

Attention to detail

Verbal communication

Written communication

Customer service

Relationship-building

Multitasking

Independent work

Team collaboration

Fast-paced environment

Learn hotel systems

Education

High school diploma or equivalent

Hospitality/business/event education preferred

2 years of relevant experience (sales/events/administrative)

Tools

Microsoft Office

CI/TY

Job description

We’re looking for enthusiastic, fun, and energetic people who take the work seriously, but not themselves. Let’s see if we’re a fit. We hope so.

About Epicurean Hotel

Welcome to the Epicurean Hotel, a paradise for food lovers. Our passionate culinary team, led by our talented executive chef, works tirelessly to create dishes that are not only delicious but also visually stunning. We take great pride in using only the freshest, locally sourced ingredients to ensure the highest quality of our dishes.

At our hotel, we believe that indulging in the pleasures of life is the ultimate tribute to it. We invite you to join us and experience all the flavors that life has to offer. If you share our passion, we would love to cook with you and add your special ingredients to our recipe.

Overview Of The Role

The Sales & Events Coordinator provides administrative, sales, and event support to the General Manager, Director of Sales, Catering Sales Manager, and Events Management team. This position plays an important role in supporting the hotel's sales efforts, maintaining accurate and timely communication, coordinating event details, and ensuring an exceptional experience for guests and clients from inquiry through event completion.

The ideal candidate is someone who loves keeping things organized, thrives in a fast-paced hospitality environment, and can confidently juggle multiple priorities while keeping the details on track. From responding to leads and preparing proposals and contracts to assisting with event orders, private dining, and Epicurean Theatre events, this role helps bring our guests' and clients' experiences to life from the initial inquiry through the final event.

What You Have

• High school diploma or equivalent required; hospitality, business, or event-related education preferred.
• Two (2) years of previous experience in hotel sales, catering, events, hospitality, or administrative support preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office and the ability to learn hotel systems; CI/TY experience preferred.
• Professional appearance and demeanor.
• Ability to work independently while contributing effectively to a team.
• Flexible availability, including weekends, evenings, holidays, and special events as business needs require.

What You’ll Do

Sales & Client Support

• Respond to sales and event inquiries promptly, professionally, and accurately.
• Assist with light selling, lead qualification, proposals, contracts, and client follow-up.
• Enter leads, build opportunities, and prepare quotes in CI/TY.
• Conduct site inspections and assist walk-in clients when the Sales team is unavailable.
• Maintain organized and accurate sales files, contracts, and client records.

Event Coordination

• Assist with detailing meetings, groups, private dining, EDGE events, and special functions.
• Prepare and distribute Event Orders, BEOs, group resumes, event revisions, guarantees, banquet checks, and Daily Event Sheets.
• Coordinate event details and communicate changes with clients and hotel departments.
• Assist with guest amenities, welcome letters, transportation schedules, deliveries, and other event needs.
• Coordinate and prepare Event Orders for internal meetings and special events as directed by hotel leadership.

Epicurean Theatre & Private Events

• Manage Private Dining and EDGE leads from initial inquiry through contracting, event coordination, execution support, and final billing.
• Coordinate Epicurean Theatre public events, including event postings, client/guest communication, and Event Orders.
• Work closely with the Chef, Director of Food & Beverage, and Events team to support successful event execution.

Administrative & Department Support

• Provide administrative support to the Sales & Events team and General Manager, including correspondence, reports, proposals, RFPs, and special projects.
• Assist with the monthly GM Summary.
• Maintain adequate supplies, sales collateral, promotional materials, and event materials.
• Support thank-you letters, post-event follow-up, and timely communication across departments.
• Perform other duties as assigned to support the Sales, Marketing, Events, and overall hotel operation.

Physical Demand

• Ability to sit or stand for extended periods of time
• Ability to bend
• Ability to lift and pull 25 lbs.
• Ability to communicate clearly
• Corrected vision to normal range
• Ability to work long hours as needed

Mental Demands

• Make sound judgments quickly
• Work on multiple tasks, making appropriate progress toward deadlines
• Able to work independently, take direction, and provide direction to others
• Manage differing personalities within the property, the resort, and the community
• Maintain the highest degree of confidentiality
• Ability to work effectively in stressful, high-pressure situations
• Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying, and solving problems as necessary

Benefits

• Full-time Associate Benefits
  • Medical, Dental, & Vision | HSA & Flexible Spending Account Options | Basic Life & Disability Plan Options | 401K Retirement Plan | Paid Time Off | Holiday Pay | Career Training & Development Opportunities | Tuition Reimbursement | Bereavement Leave | Employee Assistant Program (EAP) | Jury Duty (May vary by state) | Employee Discounts | Employee Referral Bonus | Free meal for all full-service hotel employees

Mainsail is an Equal Opportunity Employer and it does not discriminate on the basis of actual or perceived race, color, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity expression (including transgender status), sexual orientation, marital status, parental status, military service and veteran status, political affiliation, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.