Sales and Event Coordinator

Job Description

In support of the Sales & Event Management team, the Sales & Event Coordinator will work in a sales and service capacity of event logistics and execution of year-round events and summer residential conferences. Incumbent will create bookings in the Delphi reservation system, administer meeting and conference agreements, and generate Event Orders, Banquet Checks and Group Resumes of contracted groups by senior Sales Managers in the department. In addition, the Sales & Event Coordinator will conduct follow up on lead inquiries, generating cost estimates and preparing proposals. As needed, the incumbent will join the Sales team representing the department in networking functions, campus visits, and business fairs/tradeshows. Working in a high-volume, face-paced environment, the Sales & Event Coordinator will provide exemplary customer service skills while interacting with meeting planners, guests, and team members. Work requires independent judgement, ability to multi-task, prioritize workload, problem- solving, and strong organizational skills including time management.

The Conference & Catering Sales department is responsible for generating over $30M annually in the form of both selling and servicing over 1500 events and 400 summer residential conference bookings. Revenues generated by the department goes toward off-setting student housing costs, provide year-round employment for operational team members and additional income for facility improvements.

This position is a one-year contract appointment.

Job Qualifications

Ability to close sales and negotiate large dollar volume financial contracts. Required

Proficiency in the English language sufficient to interact effectively and
graciously with clients, to write clear and grammatically business correspondence such as proposals, memorandums, and event orders. Required

Effective public speaking skills to conduct sales presentations and site inspections. Required

Skill in prioritizing and organizing assignments when faced with a heavy workload, deadlines, and compelling requests for service. Required

Interpersonal skills to work diplomatically and effectively with a diverse public clientele, University officials, colleagues, and students. Required

Working knowledge of catering and conferencing business, including menu planning, current trends in food and entertaining, basic room setups and capacities, and audio/visual equipment. Required

Ability to exercise independent judgment, initiative, and follow through on assignments with minimal direction. Required

Analytical skills sufficient to contribute to marketing & sales strategic plans. Preferred

Typing skills to prepare business correspondence with speed and accuracy. Required

Accounting and arithmetical skills needed to prepare cost estimates,
proposals, and billing explanations. Required

Ability to maintain workflow with changing priorities, frequent interruptions, and conflicting deadlines. Required

Ability to work with detail, prepare and review a large volume of work rapidly and accurately. Required

Demonstrated skill in working as part of a team, collaborating with colleagues and maintaining cooperative working relationships. Required

Skill in operating standard office equipment such as personal computer, fax and photocopy machines. Required

Working knowledge of Delphi, Excel and Word Software. Preferred

Physical mobility sufficient to effectively conduct site tours and event walkthroughs. Required

General/ working knowledge of University accounting forms and policies
sufficient to accomplish standard departmental accounting transactions. Can be trained

Ability to drive licensed electric carts and UCLA vehicles at times for meetings, site inspections, event walkthroughs, etc. Preferred

Ability to encourage and motivate individuals to work together to achieve department’s goals and objectives. Required