Event Sales Coordinator

ClubCorp•Fair Oaks Ranch, TX

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, the Coordinator manages 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 role supports the annual event sales plan through prospecting assistance and client interactions. The position requires following company, club, and department policies and safety guidelines, maintaining professionalism and a commitment to excellence, and contributing to personal and professional growth. Employees may be assigned additional tasks to support club operations and are expected to attend daily briefings and other required activities. The role involves standing, walking, and other physical activities for extended periods; working in varying temperatures and environments with possible exposure to dust, fumes, or gases; climbing, squatting, kneeling, reaching, grasping, twisting, bending, and folding or unfolding; and occasionally lifting, carrying, pushing, and pulling up to 25 pounds. Effective talking, hearing, and visual acuity are required. Tools and equipment include a computer, keyboard, telephone, copier, and general office supplies. Work hours follow the weekly schedule, with additional hours required to meet deadlines, including weekends and/or holidays.

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 as required.
Ability to occasionally lift, carry, push, and pull up to 25 pounds.
Effective communication skills, including talking and hearing, with sufficient visual acuity.
Additional hours, including weekends and/or holidays, are required 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 in developing a prospect inventory.
File and organize event-related documents, including contracts and payment records.
Assist with basic 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 ensure event details are communicated and carried out as planned.
Participate in regular 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 safety practices.
Maintain professionalism and a commitment to excellence in interactions with members, colleagues, and staff.
Take initiative in 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.