Senior Sales Coordinator

San Mateo County Event Center; San Mateo (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

SAN MATEO COUNTY EVENT CENTER seeks a Senior Sales Coordinator to manage a broad mix of administrative and sales tasks for year-round events, including consumer shows, trade shows, meetings and corporate events. The role reports to the Director of Sales and Marketing and supports growth in event bookings.

The position emphasizes accurate record keeping, prospect management, and collaboration with marketing and operations to deliver exceptional client service for a public facility hosting fairs

Qualifications

• Minimum 2 years of experience in negotiating and closing contracts for events.
• Excellent people skills and a professional, courteous manner.
• Strong organizational and follow-up skills with attention to detail.
• Excellent computer skills, including proficiency with Microsoft Office.
• Ability to build and maintain positive working relationships with management, colleagues, and clients.
• Willingness to take on new responsibilities and challenges.
• Flexibility to work irregular hours and weekends as necessary.
• Possession of or ability to obtain a valid California driver’s license and current automobile insurance.

Responsibilities

• Prepare proposals, negotiate contracts, and close sales, often managing the entire sales cycle.
• Respond promptly to sales inquiries with information on availability, pricing, and venue capacity.
• Maintain calendar of incoming sales opportunities and bookings using event software.
• Generate and track leads; conduct outbound outreach to generate new business.
• Collaborate with marketing to develop sales promotions and drive bookings.
• Provide detailed event summaries to internal coordinators and ensure invoicing accuracy.
• Coordinate shelter activations and related logistics when required.

Skills

Contract negotiation

People skills

Organizational skills

Microsoft Office

Relationship building

Flexible hours

CA driver license

Tools

DocuSign

Floor plan software

Sales software

Job description

SAN MATEO COUNTY EVENT CENTER

SENIOR SALES COORDINATOR ~ FULL-TIME

Working for the San Mateo County Event Center and Fair is an excellent opportunity to be part of a vibrant and exciting team. The Event Center and Fair (a 501c3 Non-profit) is a great place to use your administrative skills in a multifaceted and fun environment. You will have the chance to work with a diverse group of people and help create memorable experiences for guests. Working for the San Mateo County Event Center and Fair is a great way to gain experience and positively impact the community.

The San Mateo County Event Center is a public assembly facility that hosts various events, produces the San Mateo County Fair, and operates the Jockey Club and a satellite wagering facility for horse racing. Each team member is committed to building and sustaining equitable and inclusive work and social environments where diversity is celebrated and valued. We are an equal opportunity employer, and we believe diversity, equity, and inclusion benefits and enriches the experience of our staff, clients, and guests.

Job Summary

The San Mateo County Event Center is a public assembly facility that hosts a wide variety of events, produces the San Mateo County Fair, and operates the Jockey Club, a satellite wagering facility for horseracing. Reporting to the Director of Sales and Marketing, the Senior Sales Coordinator handles a broad range of administrative and sales responsibilities for year-round events, including consumer and public shows, trade shows, meetings, and corporate events.

Essential Functions/Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to the following:

Sales

• Sales Process Management: Prepare proposals, negotiate contracts, and close sales, often managing the entire sales cycle.
• Serve as the point of contact for incoming sales inquiries, responding promptly to maximize revenue by providing information on availability, pricing, venue capacity, and SMCEC policies.
• Utilize event management software and maintain the calendar of all incoming sales opportunities and bookings.
• Lead Generation & Sales: Identify, qualify, and secure new business opportunities through cold calling, emails, and networking.
• Conduct proactive outbound sales outreach to generate new business opportunities, build client relationships, and promote event services.
• Coordinators and other departments; maintain internal Look Ahead Documents and Monthly Event Calendars.
• Collaborate with marketing to develop sales promotions and support initiatives that drive event bookings and enhance client engagement.
• Customer Relationship Management: Maintain relationships with existing clients to encourage repeat business and account growth.
• Attend local industry mixers and town hall meetings to network and promote SMCEC services.
• Responsible for various tasks as assigned during the annual San Mateo County Fair and other property-wide events.

Administration

• Reporting & Forecasting: Maintain detailed up-to-date records of activities, pipelines, and revenue.
• Generate detailed lead tracking reports, pricing proposals, and contract documents to close sales opportunities.
• Assist in the development of a CRM system.
• Ensure clear internal communication by providing detailed event summaries to Event Coordinators.
• Coordinate Contracts with Supervisor and work with Event Coordinators to ensure invoicing accuracy and good customer service.
• Inclement Weather Shelter Coordination.
  • Coordinate and schedule staffing for the Inclement Weather Shelter activations with County and SMCEC Event Coordinators
  • Process invoices for each Inclement Weather Shelter activation and any post-activation documentation for billing the County.
  • Maintain a current inventory of shelter supplies and coordinate logistics for restocking and storage with the Supervisor
• Perform additional duties as assigned.

Qualifications

Required

• Minimum 2 years of experience in negotiating and closing contracts for small to large-scale events.
• Excellent people skills and a strong ability to interact in a professional, helpful, courteous and tactful manner.
• Strong organizational and follow-up skills, with attention to detail.
• Excellent computer skills, including proficiency with Microsoft Office.
• Ability to build and maintain positive working relationships with management, colleagues, and clients.
• Willingness to take on new responsibilities and challenges.
• Flexibility to work irregular hours and weekends as necessary.
• Possession of or ability to obtain a valid California driver's license and current automobile insurance to operate carts and vehicles while on-site.

Preferred

• Knowledge of sales software, floor plan software, and DocuSign software.
• Principles and practices of event sales and venue management.
• Experience from event venue or hospitality industry.

Physical Demands

The 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 accommodation 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 sit. The employee is frequently required to make repetitive hand movements in daily duties. The employee is occasionally required to stand, walk, reach with hands and arms, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. The employee must be able to speak, hear, and see. Vision requirements are close vision, distance vision, peripheral vision, and the ability to adjust focus.