Sales and Events Coordinator

Pyramid Global Hospitality • Chicago, IL

6d • Onsite

About The Position

The Events & Meetings Coordinator provides direct administrative and event support to the Sales & Events Team, with a primary focus on assisting the Sales and Conference Services Managers with the coordination of conferences, meetings, and special events at the David Rubenstein Forum. The Coordinator supports the planning process by assisting with event details, client communications, and the preparation of proposals, contracts, banquet event orders, diagrams, turnovers, site tours, event schedules, and reports. This position also helps maintain accurate information within the sales and event management systems and supports the internal communication of event details to ensure the Sales and Conference Services Managers have the information and resources needed to successfully manage their programs. The Coordinator works closely with other Forum departments to support the administrative needs of each program. This includes communicating with Accounting regarding deposits and payment information, maintaining accurate event records, and preparing and distributing reports and other documentation needed by Sales, Conference Services, Operations, Food & Beverage, Accounting, and other departments. Success in this role requires strong organization, attention to detail, communication, and follow-through, along with the ability to manage multiple priorities in a fast-paced hospitality and events environment. The Events & Meetings Coordinator should be proactive, service-oriented, and collaborative, with a willingness to support the Sales & Events Team and overall Forum operation wherever needed.

Requirements

• High school graduate or equivalent.
• Two years’ experience in the hospitality industry or in a professional, office environment.
• Computer literate with above average proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and OneNote.
• Excellent oral and written communication skills.
• Detail oriented and ability to handle multiple tasks at once.
• Good organizational and follow through skills.
• Able to read and comprehend various reports.

Nice To Haves

• Basic knowledge of hotel systems such as Delphi.fdc, Zoom, Teams and Diagram platforms is suggested, but not required.

Responsibilities

• Receive and respond to incoming telephone calls in accordance to property standards
• Respond to telephone and email lead inquiries and assign to appropriate Sales Manager based on market segment
• Perform venue site tours for all events in the absence of the Sales team
• Detail conferences and special events booked by events sales team
• Create labels and collateral and printed menus for events that require these items
• Work with clients to gather and coordinate all event details in support of managers
• Communicate all event details and disseminate event information internally
• Perform administrative skills such as typing, filing, copying, scanning, sorting mail, coordinating appointments and answer telephones
• Prepare written correspondence including letters, proposals, contracts, reports, schedule of events, banquet event orders, and e-mails using Microsoft Outlook and Delphi.fdc operating systems
• Preparation & distribution of weekly BEO & resume packets to applicable departments
• Maintain the various sales system file systems, both electronic and paper, including account files, program evaluation, databases, master binders for turnovers and resumes
• Assist front desk team with phones, greeting and directing guests when needed
• Assist with event teams on quick sets or teardowns
• Anticipate and deliver exceptional service consistently
• Participate in daily and weekly operational meetings as needed
• Must possess excellent knowledge of the venues (Rubenstein Forum & Quadrangle Club) and all departments internally
• Must possess ability to coordinate with multiple tasks
• Must have flexibility with scheduled hours in order to be present for on-site events and coverage.
• Protect and keep guest/patron information confidential
• All other responsibilities assigned by Leadership Team.
• Detail reports for weekly distribution of group activities to communicate daily business to all operators and owners
• Manage BEO Binder and attend BEO meeting when applicable
• Professionally represent the properties in community and industry organizations and events
• Develop and maintain collaborative partnerships with similar university venues and local hotels

Benefits

• Actual compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years & depth of experience, certifications and specific office location. This may differ in other locations due to cost of labor considerations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED