Sales Events Coordinator

Paycom - ATS; Jay (VT); On-site; USD 50,000 - 58,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401k with employer match

Season passes for you and dependents

Paid vacation & sick time

Parental leave

Job summary

Jay Peak Resort seeks an Event Coordinator within Sales to provide administrative support, manage event logistics, and coordinate with clients and internal departments to deliver seamless experiences.

The role requires proactive planning, extreme attention to detail, and professional handling of fast-paced events in a winter resort setting. Flexibility to work weekends/holidays is essential.

Qualifications

• One year certification from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
• Excellent reading, writing and oral proficiency in English.
• Ability to manage event logistics and coordinate with multiple departments.

Responsibilities

• Develop knowledge of Jay Peak venues and offerings.
• Coordinate with Wedding & Conference Sales Manager and internal departments to execute events.
• Serve as primary client contact to understand goals, vision and budget.
• Upsell resort amenities to support sales and revenue.
• Document contracts, requirements, and create accurate BEOs and schedules.
• Attend weekly BEO meetings and manage invoicing and payments.

Skills

Event planning

Communication

Attention to detail

Customer service

French (asset)

Education

One year certificate from college or technical school

Tools

Visual One

Maestro

Microsoft Word

Excel

Job description

WHY WORK AT JAY PEAK?We’re a team of good-natured folks at the heart and soul of a growing resort community. Our co-workers are our friends, so we happily go the extra mile for each other and our guests. We’re rewarded fairly for our collective efforts and encouraged to pursue individual goals. We’re a family, one that gets to choose its members. We strive for an authentic, community driven Resort that derives its vitality from the on-mountain experience, respect for its history & what has come before it, and its employees whose energy and spirit are its foundation. It’s not for everyone but we’re not looking for everyone-we’re looking for you.IF YOU HAVE WHAT IT TAKES, HERE'S WHAT YOU’LL GETWages ranging from $21.00 - $24.00 per hour, based on experienceAnnual Commission/Gratuities ranging from $6,000 - $8000Full-Time/Year-Round PositionPaid Vacation & Sick TimePaid Maternity & Parental LeaveMedical, Dental, Vision, Accident, Hospital Indemnity, Life & Disability Insurances401k program eligibility with employer match after a year of employment with 1,000 hours of serviceFREE or deeply discounted season passes for you and your dependentsEmployee Recognition Programs (including daily, monthly, yearly, and seniority programs)Seasonal employee partiesRegular free employee breakfasts/lunches, family events, and partiesFor a full listing of employee perks both on and off-property, click hereSUMMARYThe Event Coordinator within Sales provides administrative support, manages event logistics, and coordinates with all stakeholders to deliver seamless, memorable experiences for our guests. This role serves as a key communication hub between clients (such as couples and meeting organizers) and internal departments, including food & beverage, lodging, reservations, maintenance, IT, marketing, etc. Success in this role requires a proactive approach, extreme attention to detail, and the ability to work tactfully and professionally in a fast-paced environment.ESSENTIAL DUTIES & RESPONSIBILITIESOther duties as assigned, which may be directly related or unrelated to the original position.Event Planning & CoordinationDevelop a thorough knowledge of all Jay Peak venue locations and offerings.Work closely with the Wedding & Conference Sales Manager, fellow coordinators, and other internal departments to execute weddings, conferences, meetings, and social events.Serve as a primary contact for clients to understand their goals, vision, and budget.Collaborate with clients on event plans, timelines, layouts, and logistical needs.Support sales efforts and revenue expectations by upselling resort amenities (e.g., waterpark, golf, tram rides, additional F&B, etc.).Ensure all event details, contracts, and requirements are accurately documented, saved, and communicated to relevant departments.Generate complete and accurate summaries, schedules, and Banquet Event Orders (BEOs).Attend and actively participate in all required meetings, including and especially the weekly BEO meeting.Administrative SupportMaintain organized event files and accurate records of client communications.Utilize Visual One (or other, current system) for booking, blocking, managing event groups, and generating BEOs.Coordinate with the reservations team to assist with lodging arrangements.Help maintain reporting including Forecasts & Actuals.Completed and send detailed, accurate invoices to clients promptly following each event. Follow up for payments, as needed.On-Site Event ExecutionOversee setup, event flow, and breakdown for weddings, conferences, retreats, social events as assigned.Troubleshoot and resolve any issues to ensure smooth operations and client satisfaction.Act as the primary point of contact for both clients and Jay Peak departments.Remain available and responsive to colleagues and clients during events and scheduled shifts.Customer ServiceProvide exceptional customer service across all communication channels, including phone, email, and in-person interactions.Arrive at scheduled work times, adapting weekly schedule to best accommodate changes in event days and times.Maintain composure in high-pressure situations.KEY COMPETENCIESStrong communicator with the ability to liaise effectively between clients and multiple internal departments.Passion for delivering exceptional guest experiences.Extremely detail orientated to ensure precision in planning and execution.Adaptable, can pivot easily and offer quick, creative solutions when issues arise.Anticipates client and operational needs before they arise.Calm and professional under pressure.Adapt weekly schedule to cover evenings, weekends, and holidays as needed.SUPERVISORY RESPONSIBILITIESThis job has no supervisory responsibilities.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION and/or EXPERIENCEOne year certification from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.LANGUAGE SKILLSAbility to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.MATHEMATICAL SKILLSIntermediate Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry.REASONING ABILITYHigh Skills: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.COMPUTER SKILLSVisual One Software, Maestro, Microsoft WORD and Excel and Billing principles required.CERTIFICATES, LICENSES, REGISTRATIONSMust have valid Driver’s License and be able to meet requirements of Jay Peak Resort’s automobile insurance policies. Must have the ability to rent vehicles.OTHER SKILLS & ABILITIESMust be energetic, personable, and service oriented. Excellent reading, writing and oral proficiency in the English language. Excellent time management skills & ability to multi-task. Ability to learn quickly and become proficient in new software systems. Strong selling and servicing skill set. Catering and banquet service knowledge. Bilingual verbal communication (French and English) an asset.OTHER QUALIFICATIONSMust be able to handle and prioritize multiple tasks, be detail-oriented, and a self-starter. A forward thinker who can anticipate the needs of the clients and Wedding Sales Coordinator while being a good listener and solution provider. A minimum of one year hotel Convention Service or Hotel catering sales experience required. Previous structured sales training course a plus.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to walk, sit, use hands to finger, handle, or feel, and reach with hands & arms. The employee is frequently required to stand. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl, or taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision requirements of this job include ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.RESORT CONDITIONSThis is a Winter Resort Area. It requires that work venues are varied, and in many cases include steep stairways, multilevel buildings and outdoor work areas, subject to very cold, sometimes wet or very sunny work sites. Some facilities are located at the base or bottom area and some are semi-remote and can only be reached by traveling via chair lift(s), skis or snowboards. Walking surfaces are frequently frozen, sloped and slippery. Proper footwear is a must, indoors and out. Work days and hours, as well as the number of hours required will vary, with an emphasis on weekends and holidays.