The Stovall House-Event Sales Coordinator - Oxford Commons

Event Sales Coordinator

About The Stovall House

The Stovall House is a modern-day social club located on Bayshore Boulevard in Tampa. It is a hub for members to connect privately and professionally. The Stovall House encourages members to wander, mingle, entertain, work, dine, and relax. The grounds include the historic home, public and private dining, private gardens a greenhouse, and a variety of outdoor gathering spaces.

We have team-first culture, believing that if we take care of our team then they will take care of our members, offering them unmatched service. Once we find great talent, we always look to promote from within first. We are excited to see our family grow! Job Description:

The Event Sales Coordinator plays a vital role in offering exceptional customer experience to our clients, while keeping event details organized for our operations and culinary teams.

This position requires professionalism and elevated urgency to assist with the booking, planning & coordination of private events at The Stovall House. The ideal candidate will be able to promptly respond to event inquiries keeping in mind the customer's request, venue's space and F&B capabilities to ensure successful planning and execution process.

The Event Coordinator will be the liaison between the client, vendors, and venue throughout the planning process and event day.

The ideal candidate will excel in:

• Planning and organization.

• Creative and problem-solving thinking.

• Excellent written and verbal communication skills.

• Time management.

• Teamwork and collaboration.

Reports to: Events Venue Manager

- Collaborates with Event Chef and Events Venue Manager on event logistics. - Supports Event Coordinators with event execution.

Role Responsibilities:

- Sales, planning and organization of all aspects of an event. - Manage event bookings and venue event calendar through Triple Seat* and provide enthusiastic, efficient, and elevated customer service.

- Schedule planning meetings with client to discuss all event details. Being knowledgeable and confident of the space and menu options. For questions or special requests, Event Director will support with planning process. - Organization of BEOs, floor plans, and general event information, including menu, bar, seating arrangements, timeline, vendor details, and other event specific details. - Confirm final event details by two weeks out. Details include guest count, F&B selections, final invoicing, and billing. - Attend BEO meetings with F&B team and emphasize on special event details and special clients' requests.

- Communicate any changes and update to events via electronic communication to the respective departments as they happen. - On the day of the event, coordinator will be present at venue to greet client, coordinate details with Event Manager and leads, vendors to help with set-up, collecting (pre-agreed upon) supplies and decorations, and working with staff to ensure the completion of a successful event. - Responsible for running the event on the client facing side and being proactive on problem solving any issues that should arise on the day of the event. - Utilize NorthStar* to process payments for private events, and gather member contact information.

* Triple Seat is an easy-to-use event sale and booking management platform. * Social Tables is an event space design platform. * NorthStar is a club management software that houses all member information and processes payments.

Schedule requirements:

- Coordinators are required to work both event days and office days. Schedule will vary based on the event schedule. Weekend availability is required. - Time off on weekends should be requested 2 months in advance. - Specific company blackout dates will be provided on an annual basis for major property-wide events that all staff are required to work.

Physical Requirements:

- Must be able to work in a standing position and walk for long periods of time.

- Event coordinators will regularly stand for long periods of time, bend, stoop, turn, lift, walk, and carry and lift up to fifty (50) pounds.

Qualifications:

- A minimum of 2 years' experience in Event Sales / Planning.

- Flexible schedule (night/weekend hours required)

- Excellent interpersonal skills

- Desire to work in a high-volume, fast-paced environment

- Highly self-motivated with attention to detail

- Knowledge of Triple Seat and Social Tables a plus.

- A passion for organization, a positive attitude, and an interest in learning the inner workings of event

o Sales and planning from start to finish.

- A high degree of professionalism and excellent personal presentation

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