Event Sales Coordinator

The Rainbow Room, the quintessential New York venue, has been the site of some of the city's most celebrated events since first opening in 1934.

Our Event & Sales team is looking for an Event Sales Coordinator!

Summary of the Position:

• Acting as the liaison between the Rainbow Room and the client and being responsible for coordinating and ensuring execution of all meetings and events.
• This person will be an integral part of the overall Sales and Events team.
• Administrative duties such as answering phones, checking and responding to emails, scheduling and compiling reports will also be required.
• This position details the clients’ events or meeting including food and beverage menu planning, event design, and audio-visual specifications.
• Above all must actively embody, inspire and teach the core values to all employees.

Key Responsibilities:

PERSONNEL

• Training
• Ensure that you follow all SOPs in relation to the Sales Department.
• Departmental Meetings / Scheduling
• Due to the cyclical nature of the hospitality industry, you may be required to work varying schedules to reflect the business needs. In addition, attendance at all scheduled training sessions and meetings is required.
• Daily Pre-Shift Meetings
• Participate in daily Sales and Events pre-shift meetings to discuss ongoing and upcoming projects and initiatives.
• Grooming
• All employees must maintain a neat, clean and well-groomed appearance per Rainbow Room standards.

SALES DEPARTMENT

• Communication
• Effectively communicate information to all necessary information to all employees.
• Maintenance and Organization
• Frequently observe Sales and Events department to ensure maintenance and safety.
• Proper Vendor Relationships
• Treat purveyors and vendors with respect and as partners.
• Liaise with all associated vendors including florist, entertainment and audio visual.
• Purchases
• All purchases need to be based on a balance of high quality, availability and cost.
• Assist the Director of Sales with overseeing the purchasing of the Sales and Events department.
• Training
• Assist with training staff to ensure we are exceeding guest, associate and owner expectations.
• Innovation
• Must be innovative at all times to ensure creative problem solving.

MAINTENANCE OF THE FACILITY

• Responsibility
• Responsible for the maintenance of all areas in the Sales and Events department.
• Be vigilant of any maintenance issues and report to appropriate department and follow up to ensure completion.

SERVICE

• Expectations
• Assist Sales and Events team with assuring that guest service meets or exceeds our standards during all events.
• Work with, and guide, clients with detailing of all event requirements. Plan menus, coordinate timing of events, and service details to exceed customer expectations. Ensure capabilities and limitations of banquet and catering facilities are not compromised.
• Interact with all staff and management politely, warmly, and genuinely.

ADMINISTRATIVE / TECHNICAL

• Correspond with guests and clients and initiate on-going written correspondence with regulars and new guests by composing letters and writing cards to acknowledge appreciation of business and special events.
• Answering phones, responding to inquiries from clients, typing documents, formatting, and editing, compiling and routing correspondence.
• Must be fully practiced in and regularly use available technology and software to ensure modern reporting and costing of all goods and services.

o Regularly read and review industry publications and other material related to Sales and find out the interests of our associates.

o General office management such as management of associate files and necessary documentation, ensuring all required training is completed in a timely manner, and other administrative duties as needed.

o Provide support to the Sales and Events team during busy periods and when management is out of the office.

o Create, revise, and distribute banquet event orders to Catering, Banquet and Kitchen management. Respond promptly to on-site client requests and update all departments accordingly. Work with Director of Operations, Executive Chef, Banquet Manager, and Catering Sales Manager to ensure seamless event execution. Review changes and communicate client requests with Kitchen, Banquet and Catering team.

OPERATIONAL

• Shift Responsibilities:
• Monitor and assist with employee performance concerns by adhering to established procedures for progressive discipline and counseling.

DAILY

• Filing.
• Review daily sales report.
• Assisting with drafting contracts and BEOs.
• Assist with the Reservations line and general inquiries.

MONTHLY

• Supervise inventory record keeping.

ONGOING

• Keeping files and records in proper order for easy access for management or outside auditors.
• Ordering office supplies to keep sufficient inventory levels, upkeep of office equipment and general appearance of the entire office.

Please note that Management reserves the right to change, modify and/or alter any of the duties and responsibilities based on business demands.

Skills & Qualifications:

• Required two years of previous Sales experience at an operation with similar service, guest relations and operational standards.
• Ability to use Windows, Excel, Word, Outlook and basic database programs.
• Must be fluent in English. Helpful if conversant in Spanish, French or Italian. Ability to read, analyze and interpret general business documents, safety rules, professional journals, technical procedures, and governmental regulations. Ability to compose reports, business correspondence, task lists and procedure manuals. Ability to effectively present information and respond to questions from managers, team members and guests.
• Ability to apply creative solutions to practical problems and situations where limited standardization exists. Ability to remain flexible in determining a variety of problem-solving approaches. The employee must have the ability to maintain emotionally healthy composure and professionalism in stressful situations.
• Responsibilities include interviewing and planning.
• The employee must regularly communicate with employees in a positive and diplomatic manner.
• Must have open availability including early mornings, late nights, weekends and holidays
• Exceptional customer service, interpersonal, written, and verbal communication skills.
• Experience in fast paced atmosphere and ability to handle multiple on-going projects simultaneously and with minimal supervision.
• Good organizational and administrative skills, as well as strong attention to detail. Must have the ability to handle multiple on-going projects at once.
• Strong business acumen and a passion for hospitality.

PROFESSIONALISM

Not the least of the Sales coordinator’s responsibilities is to maintain a consistent air of professionalism at all times. Recognizing the intense pressure of the hospitality environment, the Event Sales Coordinator has the greatest opportunity to show leadership attributes by always upholding an unfailingly calm demeanor. The Event Sales Coordinator must work closely with all departments.

Other things to consider….

• Most work tasks are performed indoors. Temperature is moderate and controlled by environmental systems.
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required the rest of the working day, including travelling to and from meetings. Length of time of these tasks may vary from day to day and task to task.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and subordinates.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
• Must be able to perform duties in locations over 60 stories above ground and be comfortable in elevators.

The above information is general in nature and the level of work expected; it is not intended to be interpreted as an inclusive list of all duties, responsibilities and qualifications required of employees assigned to this role.

• The base compensation range for this role is $24.00 to 26.00 per hour. This role is also eligible for a discretionary annual bonus, as well as access to our comprehensive medical, dental, and vision insurance, life and disability insurance, 401(k) plan (with matching contributions), wellness benefits and all other benefits afforded to full-time Rainbow Room employees. This base range reflects a number of factors including, but not limited to, relevant experience, skill sets, and/or licensure required of an individual in this particular role. The base range is also specific to members of Rainbow Room’s New York team, as we’ve considered factors specific to this geography.

Rainbow Room is deeply committed to creating and maintaining a diverse workforce which promotes different views and perspectives. We expect our leaders and employees alike to champion diversity and inclusion practices. Rainbow Room has several employee affinity and interest groups that provide employees opportunities to develop professional relationships across the business and identify opportunities for development and advancement. Rainbow Room is proud to be an Equal Opportunity Employer and treat all applicants for employment equally based upon job-related qualifications and without regards to race, color, age, sex, sexual orientation, gender identity, gender expression, marital status, military or veteran status, national origin, disability, religion, or any other characteristics protected by law.