sales coordinator New York, NY
Job description
The Harvard Club of New York City serves as a second home for its Harvard alumni members amidst the hustle and bustle of mid-town Manhattan. Members enjoy a full calendar of programs and events throughout the year, ranging from lectures and concerts to myriad networking and social opportunities. Since its founding in 1865 by a small group of alumni interested in continuing the fellowship of Harvard College, the Club has expanded to include three dining venues, a main bar, a rooftop bar/restaurant overlooking the New York City skyline, numerous workspaces, a library, a 23,000 square foot fitness center with squash courts, 73 guest rooms, and vast, elegant spaces for weddings, banquets, social & corporate events, and business meetings. Despite its impressive size and grandeur, the Harvard Club of New York City is characterized by a familial, welcoming community of members, guests, and staff alike.
Job Overview:
The Special Events Sales Coordinator will be a key member of our dynamic events team, responsible for the sales and coordination of special events hosted at the Harvard Club of NYC. Under the supervision of the Director of Catering is responsible for ensuring all new inquires (telephone and e-mail) is responded to in a timely manner according to the standards that have been set. To ensure all sales managers have what they need to perform his or her job duties.
Responsibilities:
- To field inquiries, qualify them and then assign to a sales manager.
- Book and coordinate all club functions including all committee meetings, club meetings and schools committee meetings.
- To book and arrange events under 15 guests.
- To ensure that the office is properly supplied with all necessary items on a daily basis.
- Prepare daily function reports, guarantee reports, weekly reports and any other reports required by the Director of Special Events.
- Prepare all BEO’s in a timely manner that is acceptable to office standards and other departmental requirements.
- Prepare all banquet bills for all clients and the accounting department.
- To ensure all paperwork required in each folder is filled out correctly (i.e. member sponsor forms and tax exempt forms).
- To be available to assist club members and special event clients at all times.
- Respond to and resolve all members and employee complaints in a timely, professional and courteous manner.
- Due to the cyclical nature of the business and various reporting deadlines, you may be required to work varying schedules, and/or overtime to meet the business needs of the Club. This may, when necessary, include weekends.
- Regular attendance in conformance with the standards established by the Club is essential to the successful performance of this position.
- Upon employment, all employees are required to fully comply with Club house rules and regulations for the safe and efficient operation of Club facilities.
- This position may be required to perform a combination of supportive functions, for a percentage of the time, performing each function solely determined by the DOS based upon the particular requirements of the Club.
Qualifications:
- 4-year college degree majoring in Hotel, Hospitality or Communications Management Long hours sometimes required
- Must be able to multitask and prioritize departmental functions to meet deadlines.
- Approach all encounters with guests and employees in an attentive, friendly, courteous and service oriented manner.
- Proficient in Delphi, Excel, Outlook, Word, Northstar or other catering software.
- Must be able to maintain confidentiality of information.
- Perform other duties as requested by management.
- Maintain a warm and friendly demeanor at all times. Must remain unflappable during competing and stressful times
Job Type: Full-time
Pay: $28.00 - $31.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- Monday to Friday
Ability to commute/relocate:
- New York, NY 10036: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Events management: 1 year (Preferred)
- Customer service: 1 year (Preferred)
Work Location: In person
