POSITION PURPOSE

The Sales Event Administratorsupports the sales team by coordinating event logistics managing client communications processing bookings and handling administrative tasks like scheduling invoicing and reporting ensuring smooth event execution from inquiry to post-event follow-up requiring strong organization customer service and IT skills to manage sales data client needs and internal team addition to sales support this position serves as a vital liaison between departmentsincluding Front Desk AV Housekeeping and Food & Beverageto support daily operational excellence.

ESSENTIAL RESPONSIBILITIES

Pre-Event Planning & Organization

• Review all contracts BEOs and event orders for accuracy and alignment with client expectations
• Attend and actively participate in weekly BEO / Event Resume meetings
• Confirm event details including room setups timelines F&B AV décor and special requests
• Create event timelines and internal checklists
• Coordinate staffing equipment and setup needs with internal departments
• Track revisions and updates in the event management system (STS)

Event Administration & Internal Communication

• Serve as a key internal contact for event logistics
• Maintain organized event files including contracts diagrams and notes
• Assist Sales and Operations teams with confirmations amenities and VIP handling
• Ensure documentation complies with hotel SOPs and brand standards

Day-of-Event Execution & Service

• Be on-site for assigned events to ensure proper execution
• Oversee setup accuracy including room layout décor signage and AV
• Act as liaison between the client and hotel departments
• Monitor timing flow and service levels
• Troubleshoot and resolve day-of issues professionally
• Support banquet and operations teams as needed

Post-Event Breakdown Posting Event Charges

• Oversee event breakdown and room reset
• Ensure equipment and supplies are returned cleaned and stored properly
• Review post-event charges including guarantees labor bar AV and enhancements
• Assist with accurate billing summaries for Sales and Accounting
• Flag discrepancies between contracted and actual charges
• Post new charges to Lightspeed
• Create post-event debriefs

SOP Creation & Process Improvement

• Assist in developing and maintaining event and banquet SOPs
• Identify inefficiencies and recommend improvements
• Standardize templates and checklists

Equipment & Inventory Organization

• Maintain organized storage of event and banquet equipment
• Track inventory condition and usage
• Communicate shortages or repair needs
• Assist with seasonal audits and organization projects

Hotel Daily Operations & Cross-Department Training

• Learn daily hotel operations including Front Desk Sales and F&B
• Assist sales team with outside sales efforts during blitz and networking events
• Gain working knowledge of PMS POS and event systems
• Provide operational support during peak periods
• Sales admin tasks such as building group masters detailing events as needed

Professional Standards & Collaboration

• Maintain professionalism and strong organizational skills
• Communicate proactively with teams and leadership
• Represent the hotel brand positively
• Uphold safety service and brand standards
• All other duties assigned by manager or supervisor.

SUPPORTIVE FUNCTIONS

In addition to the performance of the essential functions this position may be required to perform a combination of the following supportive functions with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems safety hazards accidents or injuries.
• Perform other reasonable job duties as requested by direct and indirect Supervisors.
• May include an occasional weekend holiday or early/late shifts based on group arrival and event needs.
• Cross-department collaboration is essential to this role.

PHYSICAL DEMANDS

• Environmental conditions are both inside and outside a job is considered both if the activities occur inside or outside in approximately equal amounts.
• Temperature is moderate and controlled by hotel environmental systems.
• Must be able to stand and exert well-paced mobility for up to four (4) hours in length.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 45 lbs. as needed.
• Must be able to push and pull carts and equipment weighing up to 250 lbs.
• Requires grasping writing standing sitting walking repetitive motions bending climbing listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with other staff guests and supervisors
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must be able to bend stoop squat and stretch to fulfill cleaning tasks occasionally.
• 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.
• Ability to work primarily with fingers to pick pinch type and carry out substantial movements (motions) of the wrists and hands as well.

SPECIFIC JOB KNOWLEDGE SKILLS AND ABILITIES

The individual must possess the following knowledge skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job with or without reasonable accommodation using some other combination of knowledge skills and abilities:

• Proficiency in English (spoken written and reading).
• Strong verbal written and electronic communication skills.
• Advanced mathematical and analytical skills.
• Excellent leadership and guest service abilities.
• High attention to detail and organizational skills.
• Intermediate computer skills (Microsoft Office PMS POS etc.).
• Budget analysis and computational skills.
• Self-motivated and able to work independently.
• Strong problem-solving and decision-making capabilities.
• Familiar with federal state and local labor laws (e.g. Title VII ADA FLSA OSHA etc.).
• In-depth knowledge of food products preparation techniques and quality standards.
• Capable of evaluating food presentation taste and consistency.
• Experience conducting pre-service meetings and communicating effectively across departments.
• Detail-oriented with the ability to manage multiple timelines and priorities.
• A team-oriented mindset with a guest-first attitude and flexibility to assist across departments.

EDUCATION

• High school or equivalent education required.Bachelors Degree preferred.

EXPERIENCE

• Previous experience in hotel tourism or administrative support preferred.
• Familiarity with hospitality systems such as Lightspeed CI/TY STS or similar platforms is a plus.

GROWTH PATH

This role provides foundational experience in sales event coordination and operations with potential to grow into Sales Manager Tour Services Manager or Operations Supervisor roles depending on performance and interest.

LICENSES OR CERTIFICATIONS

N/A

GROOMING

All Staff Members must maintain a neat clean and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

ATTENDANCE

Regular attendance in conformance with the standards which may be established by Azul Hospitality from time to time is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action up to and including termination of employment. Upon employment all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotels facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action up to and including termination of employment. Due to the cyclical nature of the hospitality industry staff members may be required to work varying schedules to reflect the business needs of the addition attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.