Event Sales Coordinator

University of Iowa•Iowa City, IA

6d•Onsite

About The Position

This role is responsible for planning, scheduling, coordinating, and service of foods and beverages for events and functions relating to conferences, meetings, special events, weddings, and other banquet and catering operations. Responsible for engaging in sales calls with prospective University and off-campus clients as assigned and building relationships with current and potential clients. Work hours will vary based on business needs. This position will also be responsible for supporting and implementing the Iowa GROW program with student employees as a part of our commitment to student success. The Division of Student Life is comprised of staff that embrace new ideas and thoughts, work together to keep our students safe, and provide them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreational Services to the Office of Leadership, Service and Civic Engagement and everything in between. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.

Requirements

A bachelor’s degree in business administration, Restaurant Hospitality Management or an equivalent combination of education and related experience.
Experience (typically 1 – 3 years) in events, hospitality, catering, banquets and/or fine dining sales & service.
Administrative experience (typically 6 months – 1 year), including activities such as delegating tasks and day-to-day management of accounts receivable and/or accounts payable.
Commitment to and alignment with the values of the Division of Student Life, including a demonstrated active commitment to creating a welcoming and respectful work environment.
Excellent written and verbal communication skills, as well as superior attention to detail.
Ability to provide excellent customer service and to meet or exceed customer service needs
Demonstrated adaptability to change in the workplace.
Ability to collaborate and interact with a variety of individuals and groups, while modeling open, respectful, accepting, and supportive behaviors toward others.
Proficient in standard computer software applications (e.g. Word, Excel, email).
Valid driver’s license with the ability to meet UI fleet safety driving record review guidelines.

Nice To Haves

Experience (typically 6 months – 1 year) conducting sales calls or cold calling
Working experience with computerized food service and event management systems and software; and electronic payment systems.
Working knowledge of event management processes and activities.
Some experience in a higher education environment with knowledge of university business procedures, policies, and practices.
Previous Supervisory experience (typically 6 months – 1 year)

Responsibilities

Meet with event hosts to schedule, plan, and coordinate all banquet and catering event details, including date, time, menu, room setup needs, and special requirements.
Initiate and prepare banquet/catering contracts outlining event specifications and estimated costs for food, beverage, labor, equipment, and miscellaneous services.
Personally contact event planners on the day of the event to confirm expectations, resolve issues, and coordinate last‑minute adjustments with staff.
Communicate event details to facilities, kitchen management, and service teams to ensure seamless execution.
Coordinate with external vendors for rentals, specialty services, or product purchases as required.
Prepare proposals, sales reports, service documentation, event deposits, and final billing with accurate itemization.
Serve as a member of the University Catering sales team, conducting outreach and sales calls with campus and community clients.
Represent University Catering at university and community events to strengthen visibility and cultivate relationships.
Serve on committees and organizations that enhance the presence and reputation of University Catering.
Assist in developing departmental policies and procedures and communicate updates to support staff.
Respond promptly and professionally to inquiries and concerns from students, parents, faculty, staff, and the public.
Ensure compliance with university policies, including cash handling and alcohol service, and recommend improvements to efficiency, staffing, scheduling, and quality control.