Oyster Bay Boutique Hotel

The Event Sales Manager for 5eleven Event Venue and Oyster Bay Boutique Hotel will wear many hats – from ensuring seamless sales experience to fostering a vibrant, welcoming, clean, and safe atmosphere for guests, team members and vendors. This role will be responsible to meet and exceed established event sales goals, maintain and grow sales activities, process relationships with new and existing customers, and more. 

Essential Functions 

• Manages the daily operation of Event Sales and Planning to achieve or exceed budget expectations. Monitor expenses and make ongoing adjustments as needed to achieve goals. 
• Develop relationships with current and potential clients to ensure a strong base of new and regular repeat business and to ensure confidence in the hotel and booking process 
• Accurately identify customer needs to deliver personalized sales proposals in line with brand policies and standards of presentation 
• Take ownership of all incoming Event requests communicate performance to management via daily/weekly/monthly logs 
• Maintain complete knowledge of and comply with all departmental policies/service procedures/standards 
• Ensures services provided meet or exceed guest expectations and build customer loyalty through product and or service excellence 
• Excellent time management skills with the ability to multitask between Events 
• Establishes strong relationships with the surrounding wedding, event and business 
• community through regular calls, visits, emails, etc. 
• Input detailed profile notes, build accurate contracts and process payments in Tripleseat 
• Accurately communicate cost, offering and payment schedule to clients 
• Process, oversee and audit event related customer invoices and commissions to ensure prompt payment is received 
• Ability to identify need periods and suggest strategies and action plans to increase leads. 
• Conduct regular market/competitor analysis, including promotions, pricing, availability, test calls 
• Coordinate client site tours and inspections - effectively communicate to housekeeping and other parties involved 
• Welcome VIP clients upon arrival 
• Attend regularly scheduled meetings and trainings 
• Ability to pivot and recommend other SFOC event products to meet client’s needs 
• Maintain accurate availability and group rates on guestrooms and function space shared calendars 
• Manage function space based on established guidelines and procedures 
• Manage Floor Plans, Setup Requirements, Restrictions, Vendor details 
• Qualify and respond to Meeting and Event inquiries from all sources, including WeddingWire, Event Up, TheKnot, Website Forms, social media 
• Ability to manage Event pre, day of setup and Event breakdown 
• Work closely with General Management to coordinate appropriate event staffing based on forecast and budget 
• Effectively communicate event details to all stakeholders including internal departments 
• Oversee Event process from start to finish, ensuring clients satisfaction 
• Proof and print signage, brochures, menus as needed. 
• Work closely with F&B Management - Bodacious and Classic City to communicate with customers how BEO planning process works. 
• Represent the venues at trade shows, bridal expos, networking events, and community activations. 
• Solicit and collect client testimonials, reviews, and photo galleries to support the marketing team 
• Assist F & B Management with any planning questions 
• Assist in execution of marketing activities to promote and publicize public events through social media and other media outlets 
• Assist with in-house catering including ordering, food preparation, service, and cleanup of special events as needed. 
• Assist in scheduling and coordinating repairs and maintenance as needed. 
• Undertaking security duties of the hotel and making sure all areas are secure and up to hotel standards. 
• Respond to complaints and find the appropriate solution as needed. 
• Respond to emergency situations and work with local authorities as needed. 
• Assist in creating, updating, communication and compliance around current and new SOPs 
• Assist in maintaining levels of cleaning products, toiletries, tableware, food/beverage, and other hotel essentials as needed. 
• Assist in planning, developing, execution and compliance of staff training. 
• Adhere to all Studer Family of Companies Standards and ensure compliance in training of new staff. 
• Contribute to a positive and supportive work environment for all team members. 
• Perform all other duties as requested or directed. 

Education and Experience 

• At least 3 years of professional experience in the events industry, with a minimum of year in a wedding venue or boutique hotel sales. 
• Proven track record of successful sales management 
• Excellent communication and interpersonal skills, with the ability to build rapport with guests and colleagues. 
• Proficiency in event management software 
• Ability to multitask effectively and prioritize tasks in a fast-paced environment 
• Ability to work with a flexible schedule 
• Strong problem-solving skills and the ability to think creatively 
• Detail-oriented with a commitment to accuracy and quality 
• Friendly and approachable demeanor with a genuine passion for hospitality 

Position Type / Hours of Work 

This is a regular, full-time, exempt position. Days and hours will vary to include evening and weekend work according to business needs. 

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.  The key physical requirements of this position includes the ability to walk and stand for an extended period of time, lift up to 50 pounds, and the use of standard kitchen and office equipment including computers. 

Other Duties 

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.