The Sales + Events Coordinator is responsible for serving venue rental clients as part of the organization’s fundraising goals. This role is a key stakeholder of the larger Sales + Events Team of Shelby Farms Park Conservancy. The S+E Team drives critical revenue to support the Park while ensuring “above + beyond hospitality.” With the help of visitors, donors, clients, and supporters, the Conservancy works to raise and earn funds each year to ensure an excellent visitor experience in a clean, green, and safe park every day.
The Sales + Events Coordinator works with clients to confirm venue rental sales through consulting on Park amenities and logistics expertise. While this is mainly an external-facing role, the key responsibilities listed below are also internal-facing and collaboration with all departments within the Park.
Duties + Areas of Responsibility
- Key contact for various venue rental clients
- Drive client loyalty through excellent customer service throughout the sales and implementation process
- Perform venue walkthroughs with clients and other event stakeholders
- Generate and execute event contracts for new and/or repeat clients
- Ensure swift response to leads and push to convert to event/venue sales
- Serve clients by recommending appropriate features and services that best meet their needs
- Review, create and execute site layouts with CAD drawings
- Deliver exceptional customer service while answering calls and emails
- Anticipate problems and develop appropriate solutions; investigate, analyze, and resolve operational issues and complaints
- Partner with S+E Team leaders to coordinate logistics, staffing plans, set-up, and teardowns for all events
- Lead certain internal fundraising events, such as Earth Day celebrations
- Assist with additional events and S+E special projects indoors or outdoors, as needed
Essential Functions:
- Serve as “venue expert” for clients: inspect each function room/grounds rental before the event and during breaks to ensure that all requirements are executed and that the client's needs and SFPC standards are met
- Maximize revenue by selling all aspects of ground rentals and additional revenue streams
- Negotiate and complete contracts
- Use Sales Platform to track bookings and prepare correspondence, booking reports, and files
- Regular communications with assigned vendors to ensure Park needs are met
- Ensures the proper use and storage of all equipment and reports necessary repairs
- Observe and report maintenance, repair, and facility needs along with safety issues
- Implement department rules, regulations, policies, and procedures
- Respond appropriately to emergencies or urgent matters
Perform special projects and other responsibilities as assigned
Requirements:
- A degree in hospitality or business management is an asset but not required
- Proficiency in Word, PowerPoint, and Excel
- Experience working in a Customer Relationship Management system preferred
- Excellent collaboration skills
- Superior oral and written communication skills with attention to detail
- Ability to work well in stressful, high-pressure situations including resolving guest complaints
- Maintains composure and objectivity under pressure
- Effective listener, able to understand and clarify concerns raised by team members and guests
- Strong organizational and decision-making skills
- Ability to work nights, weekends, and holidays
- Ability to lift up to 40 pounds
