Conference Sales and Event Planning Coordinator

SALES AND EVENT PLANNING COORDINATOR

Overview: Responsible for administrative support to Kingsmill Resort’s Sales and Event Planning Team with focus on Conferences, Weddings and Social Events. Act as point of contact for new inbound phone and email inquiries. Creates contracts and reports; organizes and conducts administrative tasks including research projects as assigned. Assists with the booking and coordination of in-house department events and customer events as needed. Position reports to the Director of Sales and the Director of Event Management.

Responsibilities:

• Answers phone and monitors inbound emails for purpose of assigning new business opportunities to a sales or catering team member.
• Adds leads and inquiries to ‘New Lead’ log for Sales Team and change log for Planning Team.
• Assist Catering Team with ‘day of set up and execution’ of weddings and events as needed including the planning and development of printed menus, gifts bags, place cards and event accessories
• Generates and processes contracts and reports.
• Maintains high level of knowledge of all features and benefits of the property and has good understanding of competition and market trends
• Assists with billing and financial reconciliation for Destination Services
• Assists with development of wedding marketing collateral to include special event menus, brochures, pictures and Facebook
• Books and creates in-house bookings for Kingsmill departments
• Completes other duties as assigned by the sales and conference planning team including organization of site visits and compiling information to be shared with resort operations team.

Qualifications:

• Ability to work weekends and holidays as needed
• Possess a valid state drivers’ license
• Excellent written and verbal communication skills and the ability to utilize them effectively with clients and internal departmental staff.
• Professional appearance.
• Must be comfortable working with computer software and reporting systems
• Must be proficient in Microsoft Excel and Word
• Ability to interact with diversified clients, vendors and departments with the ability to establish strong working relationships
• Detail oriented with good organizational skills
• High School diploma or GED
• Prefer a 2 or 4 year College degree in hospitality, event management, business or communications
• Delphi, Social Tables, Opera PMS experience a plus
• Ability to lift, push, pull a minimum of 40 lbs., stand, walk, sit, stoop, kneel, reach or perform repetitive foot and hand action for an eight hour shift