Event Sales Coordinator

Invited•Philadelphia, PA

23h

About The Position

The Event Sales Coordinator assists with planning and coordinating event sales at the club to enhance the member and guest experience. Working closely with the Event Sales Manager, this role helps manage event details from initial inquiry through final execution, provides administrative support, maintains client records, and facilitates communication among the sales team, clients, and internal departments. The Coordinator also supports prospecting and client interactions that contribute to the annual event sales plan. The position involves coordinating logistics and client communications, preparing event materials, maintaining records, tracking deposits and payments, managing supplies, and coordinating with vendors and club teams. The Coordinator also provides general administrative support and follows club policies, safety practices, and management direction. Additional duties may be assigned as needed. The role requires a high school diploma or equivalent and at least one year of customer-facing or sales support experience in hospitality or events. College coursework in hospitality, marketing, or a related field is preferred. The work schedule follows the weekly schedule, with additional hours required to meet deadlines, including weekends and holidays. Physical requirements include extended periods of standing and walking, working in varying environments, and occasionally lifting, carrying, pushing, or pulling up to 25 pounds.

Requirements

High school diploma or equivalent.
At least 1 year of experience in a customer-facing or sales support role in the hospitality or events industry.
Strong organizational skills and attention to detail.
Effective verbal and written communication skills.
Ability to work collaboratively within a team environment.
Ability to stand, walk, and perform physical activities for extended periods.
Ability to work in varying temperatures and environments, with potential exposure to dust, fumes, or gases.
Ability to climb ladders; squat, kneel, reach, grasp, twist, bend, and fold or unfold items as required.
Ability to occasionally lift, carry, push, and pull up to 25 pounds.
Ability to communicate effectively, including talking and hearing, with sufficient visual acuity.
Ability to work additional hours, including weekends and holidays, to meet deadlines.

Nice To Haves

College coursework in hospitality, marketing, or a related field.
Basic understanding of marketing and prospecting strategies.
Basic understanding of Microsoft Office and event management software.

Responsibilities

Assist the Event Sales Manager with coordinating and executing event sales, including event details, logistics, and client communication.
Serve as the primary client contact during event planning and document and communicate client needs and preferences.
Support the creation and distribution of event proposals, contracts, event orders, floor plans, and diagrams, ensuring accuracy and attention to detail.
Maintain and update the client database and assist with developing a prospect inventory.
File and organize event-related documents, including contracts and payment records.
Assist with financial tracking, including recording deposits and payments in coordination with the accounting team.
Manage event supplies and inventory and coordinate with vendors as needed.
Coordinate with kitchen and service teams to communicate and execute event details.
Participate in sales and event meetings and provide updates on event status and client interactions.
Provide general administrative support to the Event Sales Manager and Director as needed.
Assist others and take on additional tasks as assigned by management.
Follow company, club, and department policies, procedures, instructions, and safe working practices.
Maintain professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
Pursue personal and professional growth and maintain any required role-related certifications.
Address and resolve challenges using available resources and work with regional and corporate teams to support club operations.
Attend daily briefings and participate in required activities.