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

Azul Hospitality • Santa Barbara, CA

2d • 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.
• 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.

Nice To Haves

• Bachelor’s Degree preferred.

Responsibilities

• 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)
• 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
• 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
• 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
• Assist in developing and maintaining event and banquet SOPs
• Identify inefficiencies and recommend improvements
• Standardize templates and checklists
• 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
• 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
• 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.
• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by direct and indirect Supervisors.
• May include an occasional weekend, holiday, or early/late shifts based on group arrival and event needs.
• Cross-department collaboration is essential to this role.

Benefits

• Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards.
• Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position.
• Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment.
• Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities.
• Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.
• Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel.
• In addition, attendance at all scheduled training sessions and meetings is required.

What This Job Offers

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