Venue Coordinator *** Must have experience

***This position is salaried with commission based on booking and execution of events***Potential additional income of $10,000 or more***

The Venue Coordinator is responsible for achieving annual catering sales goals and profit. Responsible for coordinating and planning weddings. Through both direct and indirect sales, promotes and sells the club’s facilities for private banquets and/or professional organizations. Prepare and obtain signed contracts, types BEOS, and ensures all operational aspects are communicated to the banquet team and any other related area for successful events.

Qualifications:

• Club Experience preferred


• Minimum of 3-5 years experience in event planning and/or venue related work


• Excellent organizational skills, presentation, customer service and communication skills.

Essential Functions include but not limited to the following:

Duties:

• Positions club to participate in regional trade shows as a presenter or exhibitor. This includes creating the “wow” factor and promotion campaign to attract potential business.


• Conducting outside sales call, telephone solicitation and site inspection to build relationships. Conducts account and market research and use to develop strategies to grow market share in specific segment.


• Avoids legal challenges by conforming to the regulations of the alcoholic beverage commission.


• Maintains safe, secure, and healthy environment by establishing, following, and enforcing sanitation standards and procedures; complying with legal regulations; securing revenues; developing and implementing bridal show plans and lead generation and management of the leads.


• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.(NACE)


• Enhances department and organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.


• Conduct tours of the property including but not limited to the yacht club, the country club, the sports club, and the villas.


• Comprehensive documentation of all communications and meeting with the clients.  Authorized signatures on each page of each BEO with any amended contract charges.


• Be present and at each BEO meeting.


• Establishes relationships with vendors and event specialist necessary for wedding and event orchestration. Maintains listing of approved vendors; reviews and approves alternate vendors prior to use by club.


• Participate in business and industry related clubs and organizations.


• Proposals and contracts:  Drafts, proposals, and presents them to the client. Once the client is satisfied with all aspects of the proposal, the Venue Coordinator prepares the contracts for the client to sign and receives the required deposit. Any changes to the initial agreements must be orchestrated with a change order, adequate additional expenses and gather signatures.


• Communications:  Communicates all the client’s wishes, timeline, menu, pricing, room set- up requirements, payment instructions and all other details via the Banquet Event Order (BEO) and review those details in the weekly BEO meeting with all operational teams.


• Acts as liaison between the club and the client/ member during the coordination of event and during the execution of service during their function as needed. Communicates all information necessary to the right people at the right time.


• Maintains a monthly PACE report that shows sales and booking activity that includes, telephone calls made, e-mails sent, appointments booked, leads by month, bookings by month, twelve month rolling actual and projected sales.