Special Events Sales and Event Manager at Preservation Society of Newport County

Description

Join the Preservation Society of Newport County to create unforgettable experiences in Newport’s most iconic venues.

We are seeking a motivated Sales and Event Manager to drive sales and ensure high level execution of weddings, corporate events, and social celebrations.

This role manages event sales, builds client relationships, and oversees details from first inquiry through the date of the event—whether it’s a wedding, corporate gathering, or social celebration.

Working at The Preservation Society of Newport County offers you the opportunity to work for an organization that preserves, protects and presents 13 historic properties and landscapes in Newport, Rhode Island. As part of the team, you have an opportunity to help preserve and maintain the cultural and historical treasure of Newport, Rhode Island.

SUMMARY/OBJECTIVE

The Sales Manager will respond to client inquiries, prepare event estimates, follow up with clients prior to the event and prepare final invoices. The Sales Manager will be responsible for setting client appointments, meeting with clients, being onsite to greet the client at the start of event and overseeing wedding ceremonies. The Sales Manager will prepare detailed event outlines to distribute to events staff and will collaborate and confirm onsite that the details of the events set-ups are executed to expectations.

RESPONSIBILITIES/DUTIES

• Respond to RFPs (Requests for Proposals), create tailored event estimates and present to clients in a professional manner
• Conduct onsite walk throughs with prospective clients and follow ups.
• Act as a liaison between the organization and the client generating leads and converting them to appointments and sales with a heavy concentration in the wedding, corporate, local and social markets, understanding all details pertaining to these markets.
• Work directly with clients, wedding planners, meeting planners, gathering the necessary information for floor plan, room set-up, timelines, rental orders, décor, cost and billing details and other requirements pertinent to their event in a timely manner and assist client with those items as necessary. Conducts site visits as appropriate.
• Keep abreast of trends and developments in the industry, such as menus, consumer tastes, management issues and competitor offerings, implementing changes as needed to maintain and/or increase share and subsequent revenues.
• Keep accurate notes/paperwork on each event. Preparation and distribution of set-up detail sheets to Event Staff.
• Responsible for follow-up circulation and timely communication with appropriate departments/sub-contractors/vendors.
• Prepare invoices for each event and presents to client for payment per office standards.  
• Maintain complete and in-depth files on all future and past events as directed by department standards.
• Practice and observe safety rules and regulations. Attend Crowd Control, T.I.P.S. and/or other training as directed by the organization.
• Promote a pro-active work environment that creates an atmosphere of teamwork and quality service.
• Work cooperatively with outside vendors to conduct business professionally and in the best interest of the organization.
• Interact effectively with vendors, competitors, event staff and other Preservation Society departments.
• Follow prescribed safety and health rules, regulations, and practices.
• Perform other related duties as required or directed.

QUALIFICATIONS (REQUIREMENTS)

• 3 years plus working in event sales/and or hospitality
• Experience with MS-Windows, Microsoft Office & Microsoft Outlook.
• Attention to detail and a strong work ethic.
• Effective communication skills.
•  Manage and maintain perspective and balance. Able to multitask and establish priorities.
• Ability to work independently or as part of a team
• Working knowledge of spreadsheets and database computer programs.
• Ability to communicate clearly and professionally with customers, vendors, and other departments.
• Work requires continual attention to detail in composing, typing, and proofing materials.
• Ability to compose formal and informal communications to all levels of the organization.
• Ability to multi-task, establish priorities and meeting deadlines. 
• Excellent written, verbal communication and organizational skills.
• Energetic team-player with excellent interpersonal, customer service and telephone skills

Physical Demands

• Ability to consistently arrive at work on time and ready to begin duties.
• Physical requirements are comparable to most office roles.
• Ability to traverse throughout the office, building(s) in and out of doors and visit different levels of the building.
• The job required sitting for extended periods of time.

Requirements

QUALIFICATIONS (REQUIREMENTS)

• Experience with MS-Windows, Microsoft Office & Microsoft Outlook.
• Attention to detail and a strong work ethic.
• Effective communication skills.
•  Manage and maintain perspective and balance. Able to multitask and establish priorities.
• Ability to work independently or as part of a team
• Working knowledge of spreadsheets and database computer programs.
• Ability to communicate clearly and professionally with customers, vendors, and other departments.
• Work requires continual attention to detail in composing, typing, and proofing materials.
• Ability to compose formal and informal communications to all levels of the organization.
• Ability to multi-task, establish priorities and meeting deadlines. 
• Excellent written, verbal communication and organizational skills.
• Energetic team-player with excellent interpersonal, customer service and telephone skills
• Physical Demands
• Ability to consistently arrive at work on time and ready to begin duties.
• Physical requirements are comparable to most office roles.
• Ability to traverse throughout the office, building(s) in and out of doors and visit different levels of the building.
• The job required sitting for extended periods of time.