REPORTS TO:
Director of Events and President/CEO
SUMMARY
The primary function of this team member is to support all efforts to maintain the Horizon Convention Center’s position as the premier meeting destination in East Central Indiana through the duties of the Sales and Event Coordinator. Under the daily direction of Director of Events, this position will be responsible for Sales and Event coordination duties for all categories of Horizon Convention Center clients.
ESSENTIAL DUTIES AND RESPONSIBILITES
- Serve as an in-bound sales representative working with clients on the phone and in person to book events for the facility.
- Meet with clients/prospects to present the facility and gather information.
- Negotiate room rental agreements, décor, food and audio/visual options.
- Serve as point of contact for clients and coordinate with all internal departments including Event Services, Food and Beverage, AV, and Facilities to ensure smooth event execution.
- Coordinate all types of events for the facility.
- Create accurate and timely event communication materials including diagrams, event orders, timelines, etc. for discussion at weekly operations meeting.
- Represent the Horizon Convention Center in a professional manner.
- Communicate in a courteous, respectful, non-defensive and appropriate manner.
- Expected to attend various local trade shows to exhibit and sell assets of the facility including wedding shows and Muncie on the Move.
- Coordinate with external event vendors/suppliers - e.g. audiovisual, florists, bakers, security, etc. to ensure smooth event execution.
- Utilize event management software to accurately document client data for contracts and for internal staff planning.
- Utilize Social Tables software to create room diagrams for client and staff.
- Expected to work some nights, weekends, and holidays.
- Expected to attend operations and sales meetings.
- Required to report to work as scheduled and call supervisor if arrival is 15 minutes past the scheduled time.
- Expected to be Coordinator On Duty for select events.
- Assist with event décor/decorating.
- Other duties as assigned.
SUPERVISORY RESPONSIBLITIES
None at this time.
QUALIFICATIONS
The ideal candidate will possess:
- Proven track record in event coordination/sales
- Excellent communication and presentation skills.
- Ability to quickly build relationships with clients and prospects to enhance sales opportunities for the Horizon Convention Center.
- Superior accuracy and attention to details and deadlines.
- Have a “take-charge” personality especially when managing client deadlines and events.
- Ability to learn event management software and Social Tables diagramming software and become proficient within first 90-days of employment.
- Ability to function independently.
- Ability to produce quality results with an eye for budget management.
- Proficiency in Microsoft office
- Ability to change tasks effectively.
- Ability to respond effectively in high stress situations.
- Understanding of the Horizon Convention Center’s role in the ongoing stabilization of downtown Muncie and its economic impact to the community.
- Knowledge of fine dining including food and wine.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
EDUCATION AND/OR EXPERIENCE
Experience in event coordination and/or sales. Bachelor’s degree or equivalent from an accredited four-year school in Hospitality, Marketing, Business Administration, Communications or related field preferred, however, work experience in a related position may be considered a substitute for educational requirements.
LANGUAGE SKILLS
Candidate must possess the ability to read and interpret documents such as bid proposals, sales contracts and procedure manuals. Candidate must have the ability to write clear and accurate reports and correspondence. Candidate must possess the ability to speak effectively before customers and employees of the Horizon Convention Center.
MATHEMATICAL SKILLS
Ability to calculate invoice figures and amounts such as discounts, percentages, and event logistics/proportions and area, and to assist in preparation of forecasts and budget.
COMPUTER SKILLS
Proficient in the use of Microsoft Office – including Word, Outlook, and Excel. Proficient with email and PC computers. Must learn event management software, Momentus Elite, and room diagramming software, Social Tables. Ability to develop proficiency in our website platform and social media channels a plus.
REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands; and talk or hear. The employee is required to reach with hands and arms, as well as taste and smell. The employee is occasionally required to sit; climb or balance; and stoop; kneel; crouch; or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
WORK ENVIRONMENT
Approximately 75% of the position requires office work, 25% will take place in the facility to direct the staff and meet with clients.
Pay: $18.00 - $20.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person
