Sales and Events Manager at Craven County, NC
Craven County, NC · New Bern, United States Of America · Onsite
- Professional
- Office in New Bern
About the Department
Performs complex professional and administrative work managing all aspects of Riverfront Convention Center of Craven County events. An employee in this class is responsible for all aspects of events held at the Riverfront Convention Center to include event sales, event booking, event planning and operational readiness, event execution and management. Work involves providing clients, and prospective clients, with information on available resources and ensuring the convention center is prepared for all planned operational aspects of events. Work also involves direct supervision of subordinate staff. Work is performed under the general supervision of the Convention Center Director and is evaluated through observation of work, review of reports, and client feedback.
Position Duties
Responds to facility booking inquiries, provides facility availability information, conducts facility tours and prepares contracts, event orders, and invoices for client and internal use with Director’s approval. Ensures successful event booking coordination and oversees all aspects of each event ensuring a high standard of excellence is achieved. Meets with clients to determine event needs and explains facility capabilities and specifications, available resources and services, and policies. Initiates appropriate client follow-up.
Creates and maintains detailed event files. Prepares and communicates detailed and outlined event instructions, computer drawings, event preparation sheets and checklists for all events. Schedules pre-conference and post-conference meetings for large events. Schedules staff and security for events as needed.
Ensures successful execution of events. Provides active direction and guidance to Event Service Representatives, temporary staff and contractors. Assists with event set up and tear-down, when needed or during events with tight turnover or special projects, to include cleaning, moving tables, chairs, portable staging, dance floors, track walls, bleachers, barricades, audio visual equipment, and other special equipment.
Assists the Convention Center Director in all areas of the daily operations of the Convention Center. Oversees department operations in the absence of the Director. Meets with the Director regularly to communicate project and event updates. Reviews and recommends operational, sales and planning strategies. Maintains inventory of related equipment and prepares budgetary input.
Performs weekly/monthly/annual supply and equipment inventory control measures and purchasing to ensure event readiness to include food, beverages, linens, all Adult Beverage products, small ware, audiovisual equipment, decorations, telecommunications equipment and other supplies. Orders, picks-up or arranges delivery of all Adult Beverage product orders from the ABC Commission and selected beer/wine vendors. Monitors all operational budget lines and receives approval from the Director prior to ordering.
Prepares clear, concise and accurate event data reports including food & beverage cost of sales, labor costs, register etc. Purchases and receives all food/beverage/props and ABC beverage production supplies and ensures proper quantity, quality and price control.
Plans and coordinates the sale of Adult Beverages to clients/guests in an effective and responsible manner. Coordinates and executes all operations and management of the Adult Beverage orders with contracted vendors. Up sells products and services to enhance adult beverage sales to clients/guests. Ensures all Adult Beverage bar monies are accurately accounted for to include the safe, cash registers and cash pulls.
Is present for all events involving Adult Beverage Bars. Monitors bartending staff, event floor staff, clients and guests to ensure compliance with NC ABC laws and regulations. Provides support to bartending staff to include serving clients, restocking of Adult Beverage Bar supplies/equipment and any additional needs/requirements which may arise.
Creates necessary documentation to ensure client billing represents all services/products utilized or provided during event. Reviews and prepares all billing prior to submitting to the Director for approval.
Confirms caterers’ contract specifications are adhered to including staff levels, uniforms, banquet event orders and special requests prior to any deadlines. Ensures kitchen equipment is clean and in working order before and after each caterer use. Monitors and works closely with caterers on kitchen use.
Conducts daily facility inspections to determine maintenance and cleaning needs. Reports preventative maintenance items to the Director and the Facility Operations Coordinator. Assists with fire panel system/suppression inspections, completes simple resets, and life safety record keeping. Uses computer for HVAC access control systems and Avigilon.
Directly supervises work of the Sales & Marketing Assistant, Event Service Representatives and temporary event workers. Monitors, trains, and evaluates performance of assigned staff.
Participates in general staff and safety meetings. Assists in the promotion of events by providing accurate information to the Director regarding date, time, and location of public shows.
Serves as the first responder to convention center fire alarm activations; responsible for immediately assessing the situation and initiating appropriate protocols and safe evacuation, if required.
Works flexible and irregular hours in accordance with the convention center’s event schedule to include mornings, evenings, nights, overnight, split shifts, weekends, and holidays.
Minimum Qualifications
Bachelor’s degree in Hospitality Management, Business Management or related field preferred and five years of work experience in the hospitality industry with a minimum of five years of demonstrated supervisory skills and thorough knowledge of conventions and special event planning, or other combination of related education and experience. Must have experience working with special event planners, convention and meeting planners and show promoters.
Special Requirements:
Must have or obtain ServSafe Food Protection Manager certification issued by ANSI-CFP.
Employee must be punctual, reliable, well organized, independently self-disciplined and motivated.
G.S. 153A-94.2(b) Subject to SBI criminal history record check prior to hire.
Considerable knowledge of best practices and terminology for conventions, banquets, meetings, tradeshows and special events.
Considerable knowledge of hospitality industry food and beverage policies and procedures, HACCP, and related OSHA health and safety rules and regulations.
Considerable knowledge of NC ABC laws/regulations.
Considerable knowledge of modern office practices, procedures, and technological resources. Considerable knowledge of customer service concepts.
General knowledge of governmental budgeting, accounting, cash handling, purchasing and human resources practices.
General knowledge of audiovisual, electrical, communications and kitchen equipment.
General knowledge of the principles of supervision, organization, and administration.
Ability to plan, assign and supervise the overall process of setting up and tearing down events.
Ability to tactfully enforce North Carolina ABC laws/regulations and convention center policies.
Ability to prioritize and perform a variety of duties in a fast paced, event-driven environment.
Ability to use personal computers and related systems software to include Microsoft Office 365.
Ability to read, interpret, and compose written materials
Ability to research, collect and compile data. Ability to make arithmetic computations using whole numbers, fractions, and decimals to compute rates, ratios, and percentages.
Ability to prioritize and organize multiple projects and to meet routine deadlines independently.
Ability to demonstrate critical thinking and logic to effectively resolve problems and conflicts and make routine decisions independently in accordance with established policies and procedures.
Ability to plan, coordinate, and supervise the work of others.
Ability to communicate effectively, orally, and in writing. Ability to produce written documents.
Ability to provide excellent customer service in a face-to-face setting as well as via telephone and electronic communication.
Ability to exhibit a professional appearance and demeanor at all times.
Ability to exercise considerable tact, courtesy and to establish and maintain effective working relationships with clients/guests, county officials, employees, contractors, suppliers and the general public.
Other Qualifications
May be required to serve during times of disaster.
Performs related work as assigned by the Director.
