Sales and Marketing Assistant chez Craven County, NC

About the Department

Provides sales, communications and administrative support to the Riverfront Convention Center of Craven County Director and the Sales and Events Manager. 

An employee in this class ensures continuous, timely, and accurate sales activities while providing administrative support in communications, sales, and marketing. Employee provides clients with facility information regarding the availability of dates/space and conducts site tours. Employee creates and maintains event files and assists with obtaining information from the client to produce event orders, client contracts and invoices, credit card and payment forms. Employee assists with room set-up and tear down and/or any other demands necessary for a tight turn over for events. Work is performed under the general supervision of the Sales and Events Manager and the Director and is evaluated through observation and review of work performed.

Position Duties

Assists Director and Sales and Events Manager with administrative duties, event booking, event planning and site visits.

Secures information via telephone, email, or personal contact; assists all walk-in guests. Handles inquiries independently, researching as necessary to obtain the appropriate answer.

Routes materials according to content of communications; and maintains files based on the status of the event.

Creates necessary documents to ensure client and vendors receive contracts, event orders, pull sheets and invoices for all small events.

Prepares all small event instructions, computer drawings and event order checklists. Actively manages all small event needs before, during and after an event.

Answers the telephone, independently drafts and composes correspondence, proposals, leads, group history, client invoices and assists with sales reports, client contracts and forwarding executed contracts to caterers. 

Responsible for managing and updating the Convention Center Calendar of events and On-site digital signage. Tracks and records data and analytics to produce adequate reports. 

Meets on a regular basis with the Director to communicate updates on projects and events at the facility.

Responds to inquiries for event bookings or group leads, facilitates site visits with clients and determines event needs and explains facility capabilities. Follow-ups with client or vendors based on the status of the event and assists in preparing contracts, event orders and client invoices with supervisors’ approval. 

Prepares necessary documents to ensure client billing represents all services/products utilized during small events. 
Provides responsive, on-the-floor event support by coordinating audiovisual setups, monitoring and restocking restrooms, and ensuring timely food and beverage service.

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. 

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.

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.

Participates in general staff meetings. 
May be required to serve during times of disaster.
Performs related duties as required.

Minimum Qualifications

Graduation from a two-year technical or community college with a minimum of three years of experience in the hospitality industry, customer service, or sales and marketing; or an equal combination of experience and training.

Special Requirements:
G.S. 153A-94.2(b) Subject to SBI criminal history record check prior to hire.

Other Qualifications

Considerable knowledge of customer service concepts.
Considerable knowledge of modern office practices, procedures, and technological resources.
General knowledge of the hospitality industry.
Working knowledge and ability to use personal computers and related systems software to include Microsoft Office 365, Reserve, and Canva. 
Ability to manage a multi-phone line system, web research and compose emails. 
Ability to plan 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 read, interpret, and compose written materials
Ability to prioritize and organize multiple projects and to meet routine deadlines independently. 
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 develop and modify work procedures and methods to improve efficiency.
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.

Physical demand requirements are those of medium work. Must be physically able to operate a variety of machinery and equipment, including computers, calculators, copiers, facsimile machines, etc. Requires the ability to lift and exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently and/or up to 10 pounces of force constantly to move objects. Requires significant walking or standing; requires climbing, balancing, crouching, reaching, pushing and pulling. Employee is subject to both indoor and outdoor environmental conditions; works in proximity to moving mechanical parts, moving vehicles, scaffolding or high places, exposure to high heat or exposure to cleaning chemicals. 

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