SALES & EVENTS COORDINATOR

Explorus; South Lake Tahoe (CA); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

401K plan

Paid sick time

Medical, Vision, Dental

Employee parking on site

Discounts on hotel rooms

Discounts on retail

Meal discounts

Transfer opportunities within ExplorUS

Job summary

Camp Richardson Hospitality LLC on-site offices in South Lake Tahoe seeks an Sales & Event Coordinator to support the Sales Department and manage group bookings, inquiries, and reservations. You will assist with setup, hosting, and possibly serving/bartending, ensuring a seamless guest experience.

You will coordinate with front desk and lodging staff, track payments, and maintain contracts while delivering professional customer service across events.

Qualifications

• High School Diploma or equivalent required.
• One year in a hotel/resort setting preferred; experience with groups/events helpful.
• Strong communication and customer service skills required.

Responsibilities

• Completes paperwork, files, answers calls, and initiates the reservation process by sending inquiries and being the main contact for most new groups.
• Represent the Company in a professional and courteous manner to all guests and visitors per company policy as outlined in the Employee Handbook.
• Works with groups, booking and managing their visits in the system, keeping constant and timely communication with them.
• Effective and timely communications with lodging staff to ensure that room blocks are accurate for all groups.
• Produce and track invoices/payments for all Groups, maintaining privacy, accuracy, and timely payments.
• Proactively problem solve- anticipate needs and effectively and professionally resolve any complaints/disputes that arise.
• Coordinate and manage special projects/needs for various groups such as reserving specific areas and working closely with food & beverage on food options.
• Assist with all event preparation planning.
• Be the go-to person on event days helping guests every step of the way and supporting all event operations. Assists with catering and event set up.
• Help run and manage event team during events, including labor, scheduling, and breaks.
• Creating a group folio, entering reservations, putting together the contracts and supply the customer with the contract. Processes contracts and deposits and sends receipt to guest.
• Stays in contact and keeping guests up to date with their upcoming due dates and payments and making sure they are aware of all resort policies
• Keeps track of the following: Groups Contract/Deposit Received, Groups Cut Off Dates, Monitor & Collect Group Payments When Due, Past/Current Inquiries, Group Itineraries, Forecasts – Hotel & Master (Distribute to Departments), Upcoming Group Information, Upcoming Venue Info, Create & Monitor To-Do List for Housekeeping & Maintenance, Drop Off or Pick Up Venue Signage and Monitor Venue Usage, Print up Block Info Before Group Arrives, Assist with Site Visits

Skills

Customer service

Communication

Interpersonal skills

Computer skills

Physical stamina

Education

High School Diploma or equivalent

Tools

Room Master

MS Office

Job description

Camp Richardson Hospitality LLC offers employees the opportunity to work in an iconic location on the shores of beautiful South Lake Tahoe. This historic resort is more than a workplace; it's a community and that's what we're all about. We hope that you'll join us in creating a treasured and unforgettable work experience while enhancing your skills and growing in the direction of your dreams.
Title: Sales & Event Coordinator
Location: On-site offices and event locations
Reports To: Sales & Events Manager
Department: Guest Services
Pay Rate: $25 plus tips when working events
Housing: No housing provided
Summary Of Position
Event Coordinator supports the team in managing customer relationships, specifically focused on groups, to ensure a professional and seamless experience for our guests. Work as part of a team and manage existing customer relationships, as well as bringing in new relationships. Completing inquiries, follow up, and processing reservations. Event Coordinator acts as a go between for the Sales Department and other departments, such as the front desk staff. The coordinator will also work events, including set up, tear down, hosting, possibly serving/bartending.
Responsibilities

• Completes paperwork, files, answers calls, and initiates the reservation process by sending inquiries and being the main contact for most new groups
• Represent the Company in a professional and courteous manner to all guests and visitors per company policy as outlined in the Employee Handbook
• Works with groups, booking and managing their visits in the system, keeping constant and timely communication with them
• Effective and timely communications with lodging staff to ensure that room blocks are accurate for all groups
• Produce and track invoices/payments for all Groups, maintaining privacy, accuracy, and timely payments
• Proactively problem solve- anticipate needs and effectively and professionally resolve any complaints/disputes that arise
• Coordinate and manage special projects/needs for various groups such as reserving specific areas and working closely with food & beverage on food options
• Assist with all event preparation planning
• Be the go-to person on event days helping guests every step of the way and supporting all event operations. Assists with catering and event set up
• Help run and manage event team during events, including labor, scheduling, and breaks
• Creating a group folio, entering reservations, putting together the contracts and supply the customer with the contract. Processes contracts and deposits and sends receipt to guest.
• Stays in contact and keeping guests up to date with their upcoming due dates and payments and making sure they are aware of all resort policies
• Keeps track of the following:
• Groups Contract/Deposit Received
• Groups Cut Off Dates
• Monitor & Collect Group Payments When Due
• Past/Current Inquiries
• Group Itineraries
• Forecasts – Hotel & Master (Distribute to Departments)
• Upcoming Group Information
• Upcoming Venue Info
• Create & Monitor To-Do List for Housekeeping & Maintenance
• Drop Off or Pick Up Venue Signage and Monitor Venue Usage
• Print up Block Info Before Group Arrives
• Assist with Site Visits

Position Requirements

• Provide excellent customer service to meet and exceed customer expectations
• Present a positive image of the company in an upbeat, professional manner
• Ability to work a variety of day, night, weekend and holiday shifts
• Ability to work independently
• Strong communication and interpersonal skills with the ability to interact, in a positive way, with many different personality styles
• Basic computer skills – Microsoft Office (Word, Excel, Outlook) and Room Master system
• Ability to stand for long periods of time
• Ability to lift 25-50 lbs occasionally

Knowledge And Experience
Education: High School Diploma or equivalent required
Experience: One (1) year in a hotel/resort setting preferred; one (1) year experience working with groups and/or events in a hospitality setting
Company Benefits

• 401K plan for seasonal and year-round employees, with company matching after 1 year
• 56 hours of paid sick time which can also be used as PTO
• Medical, Vision, Dental, Pet Insurance for year-round employees
• Employee parking on site
• Competitive pay rates
• Employee Assistance Program
• Returning seasonal job offers
• 50% discount off hotel rooms & camp site (based on occupancy and GM approval)
• 50% discount off retail merchandise (including jewelry)
• 25% off Deli & Convenience
• 50% off meals for a family of four for a special occasion (excludes alcoholic beverages)
• Site 50% discounted meals while on the clock
• Working for ExplorUS which allows ability to transfer to other locations throughout the US

Our Company is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.