Sales and Event Coordinator

University of Maryland•College Park, MD

12d

About The Position

The University of Maryland Alumni Association is seeking an organized, customer-service-oriented sales and event professional to support venue sales and event execution at the Samuel Riggs IV Alumni Center. The Sales and Event Coordinator reports directly to the Senior Director of Sales, Marketing and Operations. The role supports event bookings by responding to inquiries, conducting client walkthroughs, attending trade shows, and developing relationships with campus stakeholders. It also manages the operational execution of assigned event rentals at the Alumni Center, serving as the client’s primary contact and coordinating room diagrams, vendors, paperwork, logistics, and on-site venue management. The position does not include event planning. The coordinator will be on site at assigned events, approximately 5–10 per month, and is expected to work evenings and weekends, including at least two weekends per month. Work takes place in an office environment and involves interaction with clients and coworkers in virtual environments. Physical duties include handling boxes and materials weighing up to 50 pounds, transporting equipment, walking throughout the building and event facility, and performing other hands-on event-related activities. A strong technology background is required, including proficiency with Google Suite and familiarity with CRM systems or other databases.

Requirements

Two years of experience in event or meeting management, fundraising or development, or public or client relations; a unique combination of education and experience may be considered.
A bachelor’s degree in Communications, Marketing, or Business is preferred; other degrees may be considered upon coursework review.
Ability to maintain high standards and awareness of relevant trends and influences.
Personal accountability for outcomes and the ability to make effective, timely decisions.
Ability to use information technology, including word processing, spreadsheets, and databases such as Microsoft Office.
Ability to maintain productivity and use strategies to increase knowledge.
Initiative, resourcefulness, sound judgment, and problem-solving and decision-making skills.
Ability to prioritize ongoing and new projects needed to implement an organizational program.
Effective verbal and written communication skills, including presenting information clearly and concisely and understanding written information and verbal and non-verbal cues.
Ability to conduct simple negotiations and gain agreement from interested parties.
Ability to work cooperatively and interact professionally, ethically, respectfully, courteously, and positively with others and customers, including providing follow-up.
Proficiency with Google Suite products and familiarity with CRM systems or other databases.
Ability to handle boxes and materials weighing up to 50 pounds, transport equipment, walk around the building and event facility, and perform hands-on event-related activities.
Availability for evening and weekend work, including a minimum of two weekends per month.

Responsibilities

Conduct lead management and respond to inquiries for assigned sites and outlets.
Draft event sales contracts.
Assist the Director with basic marketing duties, including social media content and gathering reviews.
Conduct preliminary client walkthroughs and supplementary walkthroughs for client and vendor needs.
Attend trade shows to market the venue to potential clients.
Attend cross-departmental meetings to improve visibility of the Riggs Alumni Center.
Serve as the main point of contact for assigned events held at the Alumni Center.
Create room diagrams, discuss event requirements, and upsell clients when appropriate.
Arrange parking when necessary.
Be on site at assigned events, approximately 5–10 per month.
Upsell bar packages, in-house uplighting, staging, and other items to enhance events.
Manage vendor and client interactions with and use of the building, safeguarding spaces and equipment and protecting the Alumni Association’s interests.
Maintain accurate, organized event records.
Ensure billing is complete with clients.
Communicate reliably with clients by email, in person, and by phone.
Follow up with clients in a timely manner, including thank-you notes or sentiments and event evaluations.
Perform other administrative duties assigned by the Senior Director of Sales, Marketing and Operations.