Sales Event Admin ("Administrador/a de Ventas y Eventos")

Azul Hospitality•Santa Barbara, CA

10d•$18 - $19•Onsite

About The Position

The Sales Event Administrator supports the sales team by coordinating event logistics, managing client communications, processing bookings, and handling administrative tasks like scheduling, invoicing, and reporting, ensuring smooth event execution from inquiry to post-event follow-up, requiring strong organization, customer service, and IT skills to manage sales data, client needs, and internal team coordination. In addition to sales support, this position serves as a vital liaison between departments—including Front Desk, AV, Housekeeping, and Food & Beverage—to support daily operational excellence.

Requirements

Proficiency in English (spoken, written, and reading).
Strong verbal, written, and electronic communication skills.
Advanced mathematical and analytical skills.
Excellent leadership and guest service abilities.
High attention to detail and organizational skills.
Intermediate computer skills (Microsoft Office, PMS, POS, etc.).
Budget analysis and computational skills.
Self-motivated and able to work independently.
Strong problem-solving and decision-making capabilities.
Familiar with federal, state, and local labor laws (e.g., Title VII, ADA, FLSA, OSHA, etc.).
In-depth knowledge of food products, preparation techniques, and quality standards.
Capable of evaluating food presentation, taste, and consistency.
Experience conducting pre-service meetings and communicating effectively across departments.
Detail-oriented with the ability to manage multiple timelines and priorities.
A team-oriented mindset with a guest-first attitude and flexibility to assist across departments.
High school or equivalent education required.

Nice To Haves

Bachelor’s Degree preferred.
Previous experience in hotel, tourism, or administrative support preferred.
Familiarity with hospitality systems such as Lightspeed, CI/TY, STS, or similar platforms is a plus.

Responsibilities

Pre-Event Planning & Organization Review all contracts, BEOs, and event orders for accuracy and alignment with client expectations
Attend and actively participate in weekly BEO / Event Resume meetings
Confirm event details including room setups, timelines, F&B, AV, décor, and special requests
Create event timelines and internal checklists
Coordinate staffing, equipment, and setup needs with internal departments
Track revisions and updates in the event management system (STS)
Event Administration & Internal Communication Serve as a key internal contact for event logistics
Maintain organized event files including contracts, diagrams, and notes
Assist Sales and Operations teams with confirmations, amenities, and VIP handling
Ensure documentation complies with hotel SOPs and brand standards
Day-of-Event Execution & Service Be on-site for assigned events to ensure proper execution
Oversee setup accuracy including room layout, décor, signage, and AV
Act as liaison between the client and hotel departments
Monitor timing, flow, and service levels
Troubleshoot and resolve day-of issues professionally
Support banquet and operations teams as needed
Post-Event Breakdown, Posting Event Charges Oversee event breakdown and room reset
Ensure equipment and supplies are returned, cleaned, and stored properly
Review post-event charges including guarantees, labor, bar, AV, and enhancements
Assist with accurate billing summaries for Sales and Accounting
Flag discrepancies between contracted and actual charges
Post new charges to Lightspeed
Create post-event debriefs
SOP Creation & Process Improvement Assist in developing and maintaining event and banquet SOPs
Identify inefficiencies and recommend improvements
Standardize templates and checklists
Equipment & Inventory Organization Maintain organized storage of event and banquet equipment
Track inventory condition and usage
Communicate shortages or repair needs
Assist with seasonal audits and organization projects
Hotel Daily Operations & Cross-Department Training Learn daily hotel operations including Front Desk, Sales and F&B
Assist sales team with outside sales efforts during blitz and networking events
Gain working knowledge of PMS, POS, and event systems
Provide operational support during peak periods
Sales admin tasks such as building group masters, detailing events as needed
Professional Standards & Collaboration Maintain professionalism and strong organizational skills
Communicate proactively with teams and leadership
Represent the hotel brand positively
Uphold safety, service, and brand standards
All other duties assigned by manager or supervisor.