Position Summary
Whistlin’ Jack’s Outpost & Lodge is seeking a motivated, organized, and hospitality-focused Sales & Events Coordinator to generate new event business and coordinate events from the initial inquiry through final execution.
This is a hands-on position combining sales, business development, event planning, and on-site event execution. The Sales & Events Coordinator is responsible for actively generating new business while also ensuring booked events are properly planned, communicated, and successfully executed.
This is not a strictly administrative or remote sales position. The successful candidate must be local, comfortable working independently in the community, and available to be on-site for events, including evenings, weekends, and holidays as required by the event calendar.
The position reports directly to the General Manager.
Key ResponsibilitiesSales & Business Development
- Actively generate new business for weddings, private events, corporate groups, retreats, celebrations, catering, lodging groups, and other resort events.
- Conduct outbound sales activities including phone calls, email outreach, in-person business visits, networking, and community outreach.
- Develop and maintain a consistent pipeline of prospective clients and event opportunities.
- Build relationships with local businesses, organizations, wedding professionals, community groups, families, and other potential clients.
- Represent Whistlin’ Jack’s at networking organizations and community groups such as BNI, Chambers of Commerce, Kiwanis, Rotary, and similar organizations.
- Attend wedding expos, trade shows, community events, and other promotional opportunities as assigned.
- Conduct property tours and client meetings for prospective events.
- Drive the Whistlin’ Jack’s company vehicle when conducting approved sales and outreach activities.
- Develop repeat and referral business through strong client relationships and post-event follow-up.
Event Sales & Contracting
- Respond to event inquiries in a timely and professional manner.
- Meet with prospective clients to understand their event needs, budget, guest count, and expectations.
- Prepare customized proposals, event packages, and pricing.
- Prepare and secure signed contracts, deposits, and required event documentation.
- Negotiate pricing and terms within established guidelines and with General Manager approval when required.
- Maintain accurate client files and documentation throughout the sales and planning process.
- Manage each assigned event from initial inquiry through completion and post-event follow-up.
Event Planning & Coordination
Once an event is booked, the Sales & Events Coordinator is responsible for ensuring all details are properly planned and communicated before the event.
Responsibilities include:
- Confirming event dates, times, guest counts, timelines, and contracted services.
- Coordinating menus, food and beverage requirements, bar service, lodging, venue spaces, rentals, and other event needs.
- Identifying dietary restrictions, allergies, accessibility needs, and special client requests.
- Coordinating outside vendors and rental companies when applicable.
- Creating and maintaining accurate event documentation and timelines.
- Conducting final client meetings and walkthroughs when appropriate.
- Ensuring final guest counts and event details are received according to established deadlines.
- Communicating complete event information to the General Manager and all departments involved in execution.
- Ensuring management has adequate notice of staffing, setup, equipment, rental, maintenance, housekeeping, lodging, kitchen, restaurant, and bar requirements.
On-Site Event Execution
The Sales & Events Coordinator is required to be on-site for all assigned contracted events unless otherwise approved in advance by the General Manager.
The coordinator is responsible for the successful execution of their events from setup through completion.
This includes:
- Reviewing event details prior to the event and confirming all departments are prepared.
- Ensuring event spaces are set according to the contracted layout and client expectations.
- Confirming tables, chairs, linens, signage, beverage stations, rental equipment, décor-related venue items, and other contracted services are ready prior to guest arrival.
- Coordinating with kitchen, restaurant, bar, lodging, housekeeping, maintenance, and management teams throughout the event.
- Serving as the primary venue contact for the client and applicable vendors during the event.
- Monitoring the event timeline and ensuring contracted services are delivered appropriately.
- Addressing event-related issues as they arise and communicating operational concerns to management.
- Assisting with transitions between ceremony, cocktail hour, dinner, reception, or other scheduled portions of the event as applicable.
- Ensuring appropriate event breakdown and closeout.
- Completing post-event documentation and communicating any billing adjustments, damages, additional charges, or follow-up items to management.
Event execution is a core responsibility of this position, not an optional or secondary duty.
CRM, Reporting & Accountability
- Accurately enter sales activities, leads, client communications, proposals, contracts, and event information into the designated CRM or tracking system.
- Maintain accurate and current event files.
- Track sales activity and event pipeline performance.
- Provide the General Manager with a weekly sales and events report.
- Report on key performance indicators including:
- Outbound sales activity
- Business visits
- Client meetings and site tours
- New leads
- Proposals sent
- Contracts pending
- Events booked
- Upcoming events
- Follow-up activity
- Pipeline conversion
- Maintain a weekly action plan for prospecting, client follow-up, event planning, and upcoming event execution.
- Follow established sales, contracting, deposit, event planning, and reporting procedures.
Work Location & Schedule
This position requires a combination of on-site work, off-site sales activity, administrative work, and event execution.
- Minimum of 16 scheduled on-site hours per week, or as otherwise directed by the General Manager.
- On-site responsibilities may include sales appointments, event planning, property tours, administrative responsibilities, and front desk coverage as needed.
- A significant portion of sales prospecting may take place off-site through local and regional business development.
- Off-site administrative work may be permitted when appropriate.
- The coordinator is expected to independently organize off-site prospecting activities while remaining accountable to the General Manager.
- All assigned events are considered part of the required work schedule unless otherwise approved by the General Manager.
- Evening, weekend, and holiday availability is required based on the event calendar.
- Event responsibilities take priority when an assigned event falls outside the coordinator's normal administrative or prospecting schedule.
- Regular travel throughout the local and regional area is required.
Performance ExpectationsFirst 90 Days
- Become proficient with Whistlin’ Jack’s event offerings, policies, pricing, property, and sales processes.
- Become proficient with CRM and event documentation requirements.
- Establish an active outbound sales and prospecting routine.
- Develop a personal lead-generation pipeline.
- Demonstrate consistent communication and follow-through with management and clients.
- Become familiar with the operational requirements for executing events at the property.
Six Months
- Maintain consistent lead-generation activity.
- Demonstrate a steady pipeline of qualified event opportunities.
- Generate measurable event bookings.
- Independently manage assigned events through planning and execution.
- Maintain accurate CRM, event documentation, and weekly reporting.
One Year
- Demonstrate measurable sales growth.
- Develop repeat and referral business.
- Maintain strong relationships within the local and regional community.
- Consistently manage and execute assigned events to Whistlin’ Jack’s service and operational standards.
Compensation
- Hourly Rate: $26.00 per hour
- Event Commission: 20% of net profit on eligible events
For commission purposes, net profit is calculated using event revenue less applicable event expenses, including food, alcohol/beverage, event labor, outside vendors and rentals, and other directly attributable event costs.
Commission Payment
- Commission is calculated after the event has been completed and event revenue and applicable expenses have been finalized.
- The full earned commission will be paid on the next regular payroll following completion and final accounting of the event, subject to normal payroll processing deadlines.
- There is no advance commission payment based solely on receiving an event deposit.
- Eligibility for event commission requires the Sales & Events Coordinator to fulfill the responsibilities associated with the event, including sales, planning, internal communication, required on-site execution, and event closeout, subject to applicable wage and employment laws.
- Any commission policy will be administered in accordance with applicable Washington State wage and employment requirements.
Physical Requirements
- Ability to sit, stand, and walk for extended periods.
- Ability to work on-site throughout events, which may require extended periods of standing and walking.
- Frequent driving to local and regional businesses, networking functions, trade shows, expos, and other sales activities.
- Ability to regularly enter and exit vehicles.
- Ability to lift and carry marketing materials, event supplies, signage, displays, and equipment weighing up to 50 pounds.
- Ability to assist with event and promotional setup and breakdown.
- Frequent computer, phone, and written communication.
- Ability to communicate professionally and effectively with clients, guests, vendors, employees, and management.
Work Environment
- Work is performed both indoors and outdoors and may involve varying weather conditions.
- Off-site work includes local business visits, networking meetings, community events, trade shows, expos, and client meetings.
- On-site work includes office/administrative responsibilities, property tours, client meetings, event setup, event execution, and interaction with resort guests.
- Events may take place indoors or outdoors throughout the property.
- Evening, weekend, and holiday work is required based on scheduled events.
- A valid driver's license and insurable driving record are required for use of company vehicles and off-site sales activities.
Qualifications & Attributes
The ideal candidate will demonstrate:
- Strong sales and relationship-building skills.
- Excellent organization and attention to detail.
- Strong written and verbal communication.
- Ability to manage multiple events, clients, deadlines, and sales opportunities simultaneously.
- Ability to work independently while maintaining strong accountability to management.
- Confidence working directly with clients and vendors.
- Strong problem-solving skills and the ability to remain professional under pressure.
- Willingness to take ownership of an event from the initial sale through final execution.
- Hospitality, event, sales, restaurant, lodging, or related experience preferred.
Employment
Whistlin’ Jack’s Outpost & Lodge is an Equal Opportunity Employer and considers applicants without regard to protected characteristics in accordance with applicable law.
Reasonable accommodations will be provided in the application and employment process as required by law.
Employment with Whistlin’ Jack’s is at-will and may be terminated by either the employee or Whistlin’ Jack’s at any time, with or without cause or notice, consistent with applicable law.
Pay: $26.00 per hour
Benefits:
Experience:
- Events management: 1 year (Required)
Ability to Commute:
- Naches, WA 98937 (Required)
Work Location: In person
