Event Sales Admin

Event Sales Administrator

We're seeking a highly organized, energetic, and guest-focused Event Sales Administrator to support our Event Sales Team.

This role serves as an important connection between our sales team, clients, and internal operations teams. The Event Sales Administrator will assist with incoming event inquiries, client communication, proposals, contracts, event documentation, scheduling, and the coordination of event details.

The ideal candidate is detail-oriented, professional, comfortable communicating with clients, and capable of managing multiple events and deadlines in a fast-paced hospitality environment.

Sales & Administrative Support

• Assist the Event Sales Team with incoming event inquiries, leads, and booking requests
• Maintain accurate client information, event details, notes, and sales activity within company systems
• Assist with preparing proposals, contracts, event packages, invoices, and supporting documents
• Track outstanding client information, deposits, contracts, menu selections, and event deadlines
• Maintain organized digital files and documentation for upcoming and completed events
• Assist Event Sales Managers with follow-up communication and administrative tasks
• Help maintain the event calendar and ensure booking information remains accurate and up to date

Client Communication & Guest Experience

• Serve as a professional point of contact for clients throughout the event planning process
• Communicate with clients to gather event requirements, timelines, guest counts, food and beverage selections, golf needs, and special requests
• Answer general questions regarding event packages, venue capabilities, policies, and booking procedures
• Provide timely, friendly, and professional communication by phone and email
• Follow up with clients regarding missing information and upcoming planning deadlines
• Escalate special requests, concerns, or sales opportunities to the appropriate Event Sales Manager

Event Planning & Coordination

• Assist with the preparation and maintenance of Banquet Event Orders (BEOs)
• Ensure event details are accurately documented and communicated to operations, culinary, bar, guest services, and management teams
• Coordinate event schedules, room assignments, golf bay reservations, setup requirements, and special requests
• Review upcoming events for missing information or potential operational concerns
• Participate in event meetings and communicate important updates to the appropriate departments
• Help ensure all event information is finalized prior to the event date

Internal Operations Support

• Work closely with Event Sales Managers and Operations Managers to ensure a smooth transition from the sales process to event execution
• Communicate changes in guest counts, menus, timing, room setup, entertainment, and other event requirements
• Assist with day-of-event administrative needs when necessary
• Help ensure event spaces, golf bays, and reserved areas are properly scheduled and communicated
• Maintain strong communication between Sales, Operations, Culinary, Bar, and Guest Services teams

Post-Event & Sales Support

• Assist with post-event client follow-ups and thank-you communication
• Maintain accurate records of completed events and client history
• Assist with gathering guest feedback and identifying opportunities for repeat business
• Help organize event reports, sales activity, booking data, and other departmental information
• Support the Event Sales Team with future bookings, repeat clients, and prospect follow-up

Requirements

• 1+ years of administrative, hospitality, sales support, event coordination, or customer service experience preferred
• Strong organizational and administrative skills
• Excellent written and verbal communication skills
• Professional and confident when communicating with clients
• Exceptional attention to detail and accuracy
• Ability to manage multiple events, clients, deadlines, and priorities simultaneously
• Strong customer service and problem-solving abilities
• Comfortable working in a fast-paced hospitality and entertainment environment
• Proficiency with Microsoft Office, Google Workspace, and/or similar business software
• Ability to learn event booking, CRM, reservation, and point-of-sale systems
• Ability to work occasional evenings and weekends based on event needs
• Experience in restaurants, hotels, entertainment venues, catering, nightlife, sports, or event facilities is a plus

What Success Looks Like

A successful Event Sales Administrator at Five O Fore is someone who keeps the department organized, clients informed, and event details accurate.

You anticipate what the Event Sales Managers need before they ask, follow up on missing information, communicate effectively with our operational teams, and help ensure that every event moves smoothly from inquiry ? booking ? planning ? execution ? follow-up.

You understand that great events begin long before guests arrive-and your organization, communication, and attention to detail help make the Five O Fore experience possible.