Event Sales Coordinator

Description

 At The Barn Resort, we don’t just host events—we create memorable experiences wrapped in rustic charm and scenic beauty. As our Event Sales Coordinator, you’ll be the friendly first impression and the organized engine behind our most cherished celebrations. From dreamy weddings to corporate retreats and everything in between, you’ll help guests envision—and realize—the perfect event. If you thrive on multitasking, love building relationships, and get a thrill from seeing plans come together seamlessly, you might be exactly who we’re looking for. 

Requirements

Responsibilities:

• Preparation of BEO- Banquet Event Orders and responsible for ensuring they are issued and distributed in a timely fashion.

• Prepare all typed materials like proposals, contracts, change forms, and all other inter-departmental forms accurately.

• Distribute Daily Events reports to ensure communication with all internal departments throughout the hotel.

• Answer banquet and outdoor catering sales inquiries and route them to the appropriate sales manager for handling.

• Monitor all correspondence to ensure it meets with The Barn Resort’s policy and procedures.

• Respond within 24 hours to any Group, checking space/rates in the system and communicating to the respective Manager for further follow-up.

• Work closely with Managers to ensure all aspects of the event have been cost-effective and serviced both clients and hotel needs.

• Tour, inspect, and monitor banquet rooms and presentations.

• Respond to requests for proposals for small meetings/events including set-up, food and beverage needs, rooms, and audio-visual needs.

• Communicating client requirements in a timely and accurate manner to all internal departments as required, ensuring delivery of superior guest service. 

• Ensure accurate follow-up and communication both internally and to the guest/client.

• Ensure that STS / Sales Software is updated daily for all event space bookings.

• Ensure that all accounts are properly updated in the sales system.

• Ensure there are enough sales kits available for any customer visit.

• Ensure feedback received from the host/guests is passed on to all departments.

• Ensure a positive working relationship between all departments.

• Able to generate various reports from Sales systems and Excel to track group and event revenue etc.

• Arrange and manage familiarization / educational trips in line with business needs.

• Attending various trade shows and assigned sales trips with accurate follow-up reports.

• Follow up with the Sales Manager to obtain/confirm all event-related information promptly.

• Maintain valid call objectives and relevant action plans for each key account/key prospect and ensure all follow-up is done promptly.

• Maintain up-to-date activity and rate information for each account on the sales system.

• Maintains high standards of personal appearance and grooming, which include compliance with the dress code.

• Participate in daily business review meetings, sales meetings, and management meetings.

• Any other job related to banqueting assigned by the management.

Qualifications: 

• Excellent communication skills are necessary.
• Knowledgeable at negotiating and sales.
• Confident at presenting presentations.
• Must be flexible to accommodate irregular or extended hours duties.
• Education:
• High School Diploma required. Degree in hotel management or Degree in Business administration preferred. Advanced computer skills – Knowledge of Hotel software / PMS or Sales + Catering software a plus.
• Experience:
• Minimum 1 to 2 years’ work experience in a hotel or resort preferred.