Event Sales Coordinator

Sales Coordinator

Oxford Commons

Reports To: Sales Manager

Job Description

The Sales Coordinator plays a vital role in supporting the Sales Manager and the overall event sales team at Oxford Commons. This position is primarily focused on assisting with the booking process maintaining client communications and ensuring a seamless and professional customer experience throughout the event planning journey.

The ideal candidate is detail-oriented highly organized and thrives in a fast-paced environment. Strong communication skills a service-first mindset and the ability to manage multiple tasks efficiently are essential for success in this role.

Key Responsibilities

• Serve as the first point of contact for incoming event inquiries via phone email and website submissions.
• Assist in preparing and sending proposals contracts and invoices to clients.
• Schedule and coordinate property tours for prospective clients and support the Sales Manager during tours when needed.
• Maintain accurate and up-to-date event details in the event management system (Triple Seat).
• Communicate professionally and promptly with clients throughout the planning process providing timely updates and responding to questions.
• Support the collection and tracking of booking deposits and contract signatures.
• Ensure event files are complete organized and ready for execution by the operations team.
• Assist with event calendar management by entering new leads updating booking statuses and noting key client communication.
• Help prepare materials for weekly team meetings and contribute updates on bookings and client activity.
• Collaborate with the Sales Manager and Events Team to provide a seamless handoff from sales to execution.
• Maintain a high level of customer service before during and after the event booking process.

The Ideal Candidate Will Excel In:

• Customer service and communication
• Organizational skills and attention to detail
• Multitasking in a dynamic environment
• Following processes and meeting deadlines
• Team collaboration and adaptability
• Basic knowledge of event coordination tools (experience with Triple Seat is a plus)

Required Experience:

IC