POSITION PURPOSE 

The Sales Event Administrator supports 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 coordination. In addition to sales support, this position serves as a vital liaison between departments—including Front Desk, AV, Housekeeping, and Food & Beverage—to 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.