Essential Duties and Responsibilities

Includes but are not limited to:

• Maintains booking system for the facility.
• Provides assistance and support to the Director of Sales.
• Composes and types routine correspondences.
• Respond to leads.
• Conducts research, compiles, and types statistical reports. Completes monthly facility reports.
• Act as liaison between vendors/clients/guests as required by staff members.
• Maintain and update tax exempt database, in-house insurance database, including insuring event contract is accurate and complete.
• Makes copies of correspondence or printed materials.
• Coordinate and manages all information input into the facility’s booking system, including revising and updating booking data to ensure accurate information is maintained in order to provide the greatest utilization of the facility’s space.
• Track contracts, rental deposits, insurance payments, insurance certificates, and reports.
• Provide Director and other sales personnel with regular updates on outstanding contracts, deposits, and certificates of insurance.
• Provide assistance to Sales Department by taking booking requests/information from prospective clients over the telephone or in person.
• Keep Director updated and ensure requests are distributed to appropriate staff.
• Handle telephone inquires from prospective clients regarding events at facility.
• Follow up with client requests for information.
• Manages all administrative activities related to sales efforts, including updating booking information in booking system, and maintain personal customer database.
• Create contracts and place holds on booking system for Director in accordance with company policies.
• Assist with creation of proposals.
• Conducts tours of building for prospective clients, when requested.
• Know and ensure all laws, codes, ordinances, policies, procedures, risk management, safety precautions, rules/regulations, taxes, and emergency procedures are followed.
• Attend Sales, Marketing, and Events meetings as required.
• General office administration and various clerical support.
• Create relationships with new and existing clientele.
• All duties assigned by the Director of Sales and upper management.

Qualifications

To perform this job successfully, an individual must be able to perform essential duties satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education and/or Experience     

• A minimum education level of: High School Diploma or its equivalency (BA/BS Degree preferred)
• 2-4 years of event-related work experience preferred.

Skills and Abilities    

• Previous experience in sales, hospitality, or customer service is preferred.
• Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, Publisher, etc.
• Ability to prioritize multiple projects.
• Ability to read diagrams and CADs.
• Strong organizational and time management skills, as well as flexibility and the ability to prioritize responsibilities in a fast-paced environment.
• Advanced communication, problem solving, and organizational skills.
• Excellent customer service and public relations skills.
• Maintains high standards, positive attitude, and professional appearance.
• Clear, concise written and verbal communication skills       

Computer Skills   

To perform this job successfully, an individual should have a working knowledge of event booking and scheduling software, spreadsheet software and word processing software and be proficient in Microsoft Word, Excel, PowerPoint, and Canva.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee may be required to work both indoors and outdoors as required by the function. Must have the physical ability to maneuver around CC, at times, walking and/or standing up to 8-10 hours daily. The employee is regularly required to sit for long hours; using hand to handle files, type and operate offices machines; to talk and hear on the telephone. Specific vision abilities required by this job include close vision to handle contracts, other office correspondence, etc.

Note
The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

ASM GLOBAL is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.