Event Sales Coordinator

Job Description - sales administrative assistant

Reports to: Sales Managers, Associate Director of Sales and Marketing, Executive Director of Sales and Marketing


o Exempt n Nonexempt

Job Summary: Provide clerical/administrative support to Directors and Sales Managers in coordinating and distributing information relating to sales and service.

Essential Duties and Responsibilities:

• Responsible for initiating the preparation of proposals and/or contracts to advise prospective customers of the meeting space and/or banquet date, space and rate availability.
• Assist the Sales Managers upon request to conduct site inspections with potential customers, visiting meeting space and banquet facilities, as well as other facilities.
• Email correspondence directed by managers as needed.
• Filing and distribution of incoming mail.
• Data entry using Delphi, Microsoft Word and Excel.
• Copying and distributing of internal/external letters, forms, bookings, contracts, and mail. E-mail correspondence directed by managers as needed.
• Execute Excel Spreadsheet and Salesforce Reports
• Answer telephone and assist internal and external guests with requests
• Assist coworkers with completion of assignments when needed
• Perform any general cleaning tasks
• Keep work area clean and well organized
• Attend and participate in all scheduled meetings and training sessions.
• Perform all reasonable requests by the management team.

Required Qualifications, Skills and Abilities

• High School graduate or equivalent required
• Prior hospitality/events experience preferred.
• Previous experience as administrative assistant in related field preferred
• Ability to type a minimum of 50 words per minutes
• Interpersonal skills to provide overall guest satisfaction for internal/external guests.

• Proficiency in the use and operation of computer systems: Word, Excel, PowerPoint, and other systems (i.e., Outlook, Delphi, Salesforce and other relevant programs).

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

• Ability to read, write and speak the English language to fully comprehend guest requests, memos, proposals, general correspondence and similar written materials.

• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude
• Must have a positive attitude about service, teamwork, and motivation to go above and beyond
• Ability to work independently or in a team setting
• Ability to maintain a good working relationship with other departments, employees, and guests.
• Able to work flexible schedule in order to accommodate business levels.

Physical Requirements:

• Ability to maintain regular, punctual attendance
• Must be able to talk, listen and speak clearly

Other Responsibilities:

• Always practice Pier Sixty Fundamentals and live our company Core Values
• Maintain professional appearance and behavior when in contact with guests and team members.
• Practice perfect grooming according to Pier Sixty standards
• Know and follow all Pier Sixty emergency, safety and health procedures.
• Follow Policies and Procedures in training manuals and Team Member handbook.

Team Member Acknowledgement

The Company has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the Team Member's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by a supervisor or manager as deemed appropriate. This document does not represent a contract of employment, and the Company reserves the right to change this position description and/or assign tasks for the Team Member to perform, as the Company may deem appropriate.