Corporate Sales and Events Coordinator
Wings Over the Rockies Air & Space Museum
Job Location: Wings Over the Rockies Air and Space Museum, 7711 E Academy Blvd, Denver, Colorado, 80230 (Primary) and Exploration of Flight, 13005 Wings Way, Englewood, Colorado 80112
FLSA Status: Non-Exempt Full Time (40 hours/week with occasional weekend and evening hours required).
Salary: $18 – 20 per hour (Depends on Experience)
Job Summary: This is an entry to mid-level position in Event Management and Sales. Wings will provide training to the right person in order to achieve the expectations and responsibilities in the following areas:
Events: The Corporate Sales and Events Coordinator is responsible for all aspects of event solicitation, execution and outcome. Responsibilities include event management and planning, logistics, customer service, issue resolution, client communication, staffing, vendor communication and coordination, accounts receivable, contract management, post-event follow up and feedback.
Sales: The Corporate Event Sales and Events Coordinator is responsible for all aspects of Wings event rental sales initiative, reaching and exceeding budget objectives. Responsibilities include setting goals for monthly event rental sales. Responsibilities also include calling and emailing all rental inquiries within 24 hours, scheduling new site visits, follow-up calls and contracting new facility rentals.
Wings Public Event: The Corporate Event Sales and Events Coordinator will be assigned to assist with Wings internally developed and hosted events such as; Hangar Dances, Hops in the Hangar, Hauntings, Holidays in the Hangar, Speaker Series, etc. Responsibilities include: event logistics, event-day management, staffing, vendor coordination, event sponsor relations and internal communications.
Maintain integrity of client/event database.
Generate client estimates and work orders.
Manage accounts receivable and contract deadlines.
Assist with tracking deposits and final payments required from client.
Create comprehensive event outline and timeline.
Create & maintain CAD drawings & internal/external distribution list.
Provide clients with necessary pre and post-event correspondence.
Contact and coordinate with all vendors and manage event load-in scheduling requirements.
Assist with scheduling of event staff including event operations and cleaning crew.
Facilitate pre and post-event production meeting to execute successful and well detailed events.
Prioritize and maintain event calendar.
Build client relationships to ensure repeat business, and professionally coordinated events.
Ability to analyze client needs and budgeting requirements
Up-selling amenities and décor.
Work closely with the Corporate Events Sales Manager and the Events Operations Manager to provide client proposals and estimates.
Contact prospective clients and seek to develop new sales leads and relationships.
Research possible expansion of event possibilities.
Day-of-Event – Operations
Confirm direct and coordinate all “day-of-event” staff and vendors including but not limited to: event operations staff, maintenance staff, and outside vendors (entertainment, décor, audio visual, fire fighters, security, floral, etc.)
Effectively communicate between client and staff to execute the event.
Supervise, direct and coordinate the day of activities, including:
o personnel, catering staff and vendors
o deliveries, load-in and set up
o managing various event needs and specifications as may be needed
This job description is not all inclusive and may be added to verbally or in writing by the employee’s supervisor.
Relationships: Jobholder reports to the Corporate Events Management Team
Required Knowledge and Essential Skills:
Proactive approach to problem solving, marketing and event development.
Communicate and operate in a calm, professional and polished demeanor with a diverse range of clients (corporate and social), as well as Wings staff and volunteers
Exceptional phone presence and email communications skills are required.
Solution-driven, with skills to anticipate client needs.
Organized, self-motivated and must possess the ability to multi-task and manage time well.
Excellent computer skills, with advanced knowledge of Microsoft Office Suite.
Minimum of two years experience in the event services industry
Prior sales experience a plus
College degree preferred but commensurate experience accepted
Ability to lift at least 20 lbs. and spend long/extended periods of time on feet
Ability to react quickly and direct attendees as mapped out in emergency plan
Additional Requirement Information: Individual must be an organized, detail-oriented, professional and have strong problem-solving skills. The selected candidate should be a polished events leader to help organize all details of events, including timeline, audio visual details, design recommendations, scheduling, vendor relations, tours and event layout options. Candidate will help maintain and manage client data base, help solicit event orders, manage vendor relations, schedule and lead client meetings, tours, event layout discussions, and to truly anticipate the specific needs of clients.
Company paid Medical, Dental, Vision, and Life insurance for the employee
Optional participation in Flexible Spending Account
Optional participation in group retirement plan with discretionary match
Optional participation in Short Term Disability, Accident and Critical Coverage
Generous Vacation, Sick, and Personal leave
Potential for annual bonus and merit pay increases
Working Conditions: Wings Over the Rockies Air & Space Museum primarily operates in a 70-year-old aircraft hangar. Wings Exploration of Flight is an aircraft hangar on an active airport. Environmental conditions may vary for each location. Standard work days and hours will be Monday through Friday, 8:00 AM to 5:00 PM. However, a flexible work schedule will be required. On occasion, the position must have the ability to work weekends, holiday hours and nights to meet the needs of certain scheduled events.