POSITION OVERVIEW

The role of Catering Sales Coordinator is to become an extension of the event sales & catering team by managing the administrative details committed to the clients. Ensure successful execution of events that provide brand engagement aligned with our unique culture and that meet or exceed customer and partner expectations.

POSITION RESPONSIBILITIES

Acting as the point person as directed by the Sales Manager, it will be their responsibility to ensure that representation at events is of the highest caliber and professionalism, consistent with the Rockit Ranch values. Although there may be some overlap, key responsibilities will focus on 2 functional areas: Coordination of Party Details & Administrative Support to the Sales Manager.

Coordination of Party Details

• Accurately maintain a calendar of 70+ events per year
• Determine amenities needed, inventory requirements (displays, signs, tents, equipment, rentals, linens), procure and order accordingly; coordinate and schedule on-time delivery with event activation agency of inventory to events
• Request payments and process payments from customers
• Ensure A/V tech needs are set up prior to client events
• Ensure entertainment and amenities are set in advance of events and vendors have arrived
• Orders marketing tools, gift cards, replacement flyers, fact sheets, sales packets, post-cards for mailings, and email blasts to venue clientele from RRP corporate office
• Coordinate deliveries, payment, and invoicing for amenities including flowers, linens, vendors, suppliers, entertainers, and rentals as needed for events
• Meet & greet clients at events and for client venue tours to showcase the event spaces
• Print and prepare menu cards & appropriate event signage
• Coordinate mailings and execute grass roots marketing endeavors as directed
• Participate at selected events (trade shows, showcase events); this will include local travel to destinations, setup of displays and promotional materials, sampling (providing either wet or dry samples), display tear-down and event follow.
• Maintain communications between managers, host stand, events team and any other affected departments involved with upcoming events
• Identify and research new opportunities to make recommendations to marketing

Administrative Support

• Answers phones in professional and friendly manner
• Maintain organized party files and paperwork
• Coordinate mailings including postage, labels, printing, and list management
• Prepare for weekly meetings
• Run errands related to event needs; may include shopping, pick-ups, deliveries, etc
• Coordinate shipping of client supplies, post-event returns for client items
• Track and report expenses
• Welcome guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
• Maintain a business professional appearance in venues, and at off-site events

POSITION REQUIREMENTS

Qualifications

• University degree or college diploma in marketing or events or related program
• Previous event coordination, trade show, restaurant, demo coordination or event execution experience
• Experience with client-service and/or customer service
• Secretarial experience a plus, although not required, as pleasant phone skills and hospitable personality are a must

Skills & Attributes

• Positive and passionate about hospitality and events, genuine fun and authentic disposition
• Love of people and the gift of gab
• Exceptional verbal, written and presentation communication skills
• Driven self-starter, self-motivated and able to make decisions with presence, maturity and professionalism
• Solid knowledge of all Rockit Ranch venues and services; ability to communicate about features and benefits
• Highly organized with strong project management skills
• Ability to change plans on the fly, improvise and remain calm, with minimal supervision
• Strong attention to detail and accuracy; high standards for quality
• Fully proficient in Microsoft Office, particularly Excel and PowerPoint