To apply for an open position, please e-mail resume and letter of interest to Human Resources at: firstname.lastname@example.org, fax to: 480 481.8173, or mail to:
Desert Botanical Garden
1201 N. Galvin Parkway
Phoenix, AZ 85008
Social Event Sales Coordinator
Posted: 1-8-15. Full-time.
The purpose of this position is to successfully market, sell, coordinate and execute all social events, weddings, and non-profit events at the Garden through effective communication and coordination with prospective and current clients, caterers, outside vendors, and Garden staff.
Position responsibilities include marketing and selling Garden venues for social events, weddings, and non-profit events for the purpose of meeting or exceeding monthly and annual sales goals, to include conducting site tours with prospective and current clients, following up on sales leads from print and web-based marketing, Garden web requests, email inquiries and phone inquiries; providing the utmost level of customer service by coordinating with clients directly and by promptly answering questions, phone calls and emails; following-up post event with thank you note and formal survey to measure event success; assisting clients and vendors in following Garden policies and procedures and enforcing policies when necessary; meeting with client, caterer, and beverage manager (when applicable) and/or other required vendors to conduct a final walk through of event, and preparing event set-up sheets and timelines based upon the client’s needs and Garden requirements; coordinating rehearsals and the “day of” operations for each event to ensure that set-ups are performed properly (assisting if needed); solving any conflicts that may arise from deliveries, scheduling, catering, etc. and providing assistance to the client during the event (coordinating wedding ceremony, etc.), to include proactive venue monitoring of facility maintenance; performing weekly administrative duties, to include maintaining and completing accurate client paper files and EventPro records with: weekly set-up diagrams, Admissions fact sheet creation and distribution, payment processing, proof of insurance records, security deposit collections and refunds, client contracts, confirmation documents, up-sale item and vendor documentation, invitation proofing, attendance recording, and invoicing for any outstanding balances; approving, on an as needed basis, internal bookings in EventPro; performing annual duties, to include budgeting for non-profit, social and wedding events, maintenance of preferred vendor list, catering contracting and assisting in the design and development of facility rental brochure; coordinating all wedding, social event, and non-profit marketing with the Garden’s Marketing Department and outside marketing vendors, to include overseeing copy, image selection, content and maintenance of online listings, web-based marketing, e-newsletters, print advertisements and social networking, vendor appreciation events, and Facility Rental special events produced with marketing partners; assisting with internal marketing, such as website content, Sonoran Quarterly articles, and Garden collateral, making recommendations and pursuing new marketing opportunities; coordinating affiliated organization meetings and events at the Garden which includes Central Arizona Cactus and Succulent Society, Scottsdale Artists’ League, Native Plant Society, and other organizations identified by the Garden; acting as primary contact with the aforementioned organizations and coordinating the annual Central Arizona Cactus and Succulent Society Show & Sale and Scottsdale Artists’ League Paint outs and Show & Sale; creating meeting and event room bookings through EventPro and providing set up diagrams; acting as liaison between organizations and the Garden’s Marketing Department by obtaining and editing meeting and event copy to be included in quarterly calendars and Garden trail guides; working with the Corporate Event and Group Sales Coordinator in identifying, implementing, and updating new revenue generating opportunities, revenue maximization techniques, and strategic industry partnerships; cultivating business from caterers, vendors and other venues; being an active member in Garden-sponsored professional organizations by networking and seeking leadership roles; coordinating, training and scheduling Event Services interns as assigned to the Facility Rental area; providing back-up support to the Director of Event Services, Special Events Manager, Special Events Coordinator, Beverage Manager and Corporate Event & Group Sales Coordinator; and serving on interdepartmental teams and assisting in operating department events.
Requirements include a minimum of 2 years’ experience in customer service, sales, hospitality, or event management; excellent communication skills and willingness to work as part of a team; ability to multitask efficiently in a fast paced work environment and to work a varied schedule including evenings and weekends, as required. A college degree at the bachelor level and computer experience with EventPro Software, Outlook, Adobe Photoshop, Microsoft Excel, and Windows Operating Systems preferred.
The benefits of regular employment at the Desert Botanical Garden include a competitive benefits package*, complimentary family membership, employee admissions exchange, wellness initiatives and discounts.
Reasonable accommodation may be made, where necessary, to allow a qualified individual to perform essential job functions. Honored as one of the 2012 Best Places to Work by the Phoenix Business Journal, the Desert Botanical Garden is an equal-opportunity employer.
*subject to eligibility requirements