Sales Coordinator & Event Manager

What’s in it for you…

• Insurance enrollment available from DAY 1!
• Paid time off available from DAY 1!
• Holiday pay available from DAY 1!
• 401(k) enrollment after 30 days!
• Hotel and travel discounts at worldwide destinations!
• Professional development and promotion opportunities!

Sales Coordinator & Event ManagerThe impact you’ll make…

The Sales Coordinator & Event Manager plays an important dual role in supporting the hotel’s sales efforts while taking ownership of the successful onsite execution of meetings, banquets, weddings, and special events.

This position assists the Sales department in achieving revenue and customer satisfaction goals by efficiently coordinating sales activities, maintaining accurate event details, and ensuring a seamless transition from the sales and planning process to onsite execution.

As the Event Manager, this individual will serve as a primary onsite point of contact for assigned events, working closely with clients, Sales, Banquets, Food & Beverage, Front Office, Housekeeping, Engineering, and outside vendors to ensure every detail outlined in the Banquet Event Order (BEO) is properly executed.

Successful candidates will be energetic, positive, highly organized, hands-on, and solutions-oriented. This role requires someone who takes ownership, anticipates needs, communicates effectively, and is comfortable making decisions and solving problems in real time.

You’ll enjoy this job because…

• You want to learn and grow in Sales, Events, Banquets, and Hospitality.
• You enjoy seeing an event through from planning to successful execution.
• You’re detail-oriented and have a strong focus on accuracy.
• You enjoy interacting with clients and creating memorable guest experiences.
• You thrive in a fast-paced environment where every day can be different.
• You’re comfortable taking ownership and making decisions.
• You enjoy being hands-on and working alongside multiple hotel departments.
• You proactively identify potential issues before they become problems.
• You’re self-motivated and driven by results.
• You have the opportunity to earn additional compensation through an uncapped bonus incentive program tied to performance.

What you’ll be doing…

Sales Coordination & Administrative Support

• Assist the Sales team in preparing proposals, contracts, BEOs, and assigning electronic leads as directed.
• Enter group bookings and event space into the property’s Sales & Catering system.
• Create master SRPs for rate codes, groups, and miscellaneous tasks.
• Create, update, and maintain Sales & Catering files.
• Maintain adequate phone and office coverage as defined by the Director of Sales.
• Produce accurate and timely reports that meet the needs of the Director of Sales, Sales team, and senior management.
• Conduct walk-in and scheduled property tours for social blocks, meetings, corporate groups, weddings, and other potential clients as needed.
• Assist the Director of Sales in developing promotional flyers, marketing materials, and other sales collateral.
• Maintain digital Sales and event assets.
• Produce Sales & Catering materials including name badges, tent cards, menus, menu cards, event signage, and other event-related collateral.
• Assist in managing and maintaining the BEO book and daily change log.
• Inspect guestrooms and meeting/event spaces in preparation for site tours and client meetings.
• Prepare and distribute the Daily Site Tour list.
• Update property signage and electronic messaging.
• Maintain a professional, positive, and creative approach when working with internal and external customers.

Event Management & Execution

• Serve as the onsite Event Manager and primary operational contact for assigned meetings, banquets, weddings, social events, and other hotel functions.
• Be physically present for assigned meetings and events to oversee execution from setup through event completion.
• Take ownership of the overall flow and execution of assigned events, ensuring the client experience meets or exceeds expectations.
• Review BEOs prior to each event to ensure all client requirements, timelines, room setups, food and beverage selections, AV needs, signage, billing instructions, and special requests are accurately documented.
• Participate in BEO meetings and ensure event details and changes are effectively communicated to all applicable departments.
• Coordinate with Sales, Banquets, Food & Beverage, Front Office, Housekeeping, Engineering, and other departments to ensure operational readiness.
• Conduct pre-event inspections of meeting and banquet spaces to ensure rooms are clean, properly set, and completely ready prior to client and guest arrival.
• Verify tables, chairs, linens, AV equipment, food and beverage stations, signage, décor, and other event materials are set according to the BEO.
• Welcome and connect with the primary event contact upon arrival and remain accessible throughout the function.
• Monitor events throughout service to ensure timing, room setup, food and beverage service, AV, cleanliness, room temperature, and overall guest experience meet expectations.
• Anticipate client and guest needs and proactively address concerns before they impact the event.
• Respond quickly and professionally to last-minute requests, event changes, or operational challenges.
• Make appropriate real-time decisions to protect the guest experience and ensure events continue to flow smoothly.
• Coordinate with Banquet and Food & Beverage teams to ensure event timelines and service standards are followed.
• Provide direction and support to banquet team members during assigned events to ensure expectations and BEO details are executed.
• Assist with meeting room and banquet setup or breakdown when operationally necessary.
• Ensure appropriate equipment and supplies are available for upcoming events and communicate rental needs when hotel inventory is insufficient.
• Coordinate with approved outside vendors for AV, microphones, staging, equipment, and other event needs as necessary.
• Maintain communication with clients throughout their events and ensure agreed-upon details are delivered.
• Ensure event spaces are appropriately transitioned when multiple functions are scheduled within the same day.
• Assist in maintaining accurate banquet and event equipment inventory.
• Help maintain banquet storage and event areas in an organized and professional condition.
• Conduct post-event follow-up with appropriate Sales and Operations leaders regarding client feedback, operational issues, damages, missing equipment, or opportunities for improvement.
• Serve as a key liaison between Sales and Operations to ensure event information is accurately handed off and successfully executed.
• Support the overall success and profitability of events by monitoring resources, equipment, staffing needs, and client requests.
• Perform special projects and additional duties as assigned by the Director of Sales and hotel leadership.

Scheduling Expectations

This is an event-driven hospitality position. While Sales Coordinator responsibilities may primarily take place during traditional business hours, the Event Manager responsibilities require flexibility based on the hotel’s event calendar.

The individual in this position must be available to work evenings, weekends, and holidays as business and event needs require and will be expected to adjust their schedule to be physically present for assigned meetings, weddings, banquets, and events.

Compensation & Incentive Opportunity

In addition to base compensation, this position is eligible for an uncapped bonus incentive program, providing the opportunity to earn additional compensation based on performance and results.

There is no set maximum on bonus earning potential, allowing high-performing team members to directly benefit from their success.

Requirements…

• High School Diploma or equivalent; hospitality, event management, business, or related education preferred.
• Previous hotel, banquet, catering, restaurant, event, sales, or customer service experience preferred.
• Previous experience coordinating or executing meetings, weddings, banquets, or special events strongly preferred.
• Demonstrate excellent interpersonal and customer service skills.
• Ability to confidently interact with clients, vendors, hotel leadership, and team members.
• Must be able to effectively communicate with a variety of personality types and situations.
• Strong problem-solving skills and the ability to make sound decisions during live events.
• Demonstrate excellent time management skills with a proven ability to meet deadlines.
• Ability to manage multiple events, deadlines, and priorities simultaneously.
• Strong attention to detail and ability to accurately interpret BEOs, contracts, and event specifications.
• Effectively use Microsoft Office 365 at an intermediate skill level.
• Experience with hotel Sales & Catering systems, including Delphi, is preferred.
• Maintain a high degree of organization and accuracy.
• Must be comfortable working independently as well as collaboratively with multiple departments.
• Must be willing to take a hands-on approach when operational needs arise.
• Ability to sit at a desk/computer for extended periods as well as stand and walk for extended periods during events.
• Ability to work a flexible schedule, including evenings, weekends, and holidays based on event needs.

About First Hospitality…

Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality’s strategic vision is to create value for all through excellence and an openness to doing things differently.

First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employees’ differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness.

Equal Opportunity Employer.

Requirements…

• High School Diploma or equivalent
• Demonstrate excellent interpersonal and customer service skills
• Must be able to effectively communicate with a variety of personality types and situations
• Demonstrate excellent time management skills with proven ability to meet deadlines
• Effectively use Microsoft Office 365 suite at an intermediate skill level
• Maintain high degree of organization and accuracy
• Able to sit at a desk/computer for hours at a time