Event & sales coordinator - leal vineyards

Description Inspired and framed by the natural beauty of the central coast region of California, the Léal hospitality group is a one-of-a-kind collection of carefully curated properties located in Morgan Hill and Hollister. The collection represents a dynamic array of urban and rural assets, including restaurants, wineries, event venues, as well as full and select service boutique hotels that are dedicated to creating unique and memorable experiences for our guests. Whether your goal is to spend an evening dining and staying in comfort, hosting a wedding or corporate event for several hundred people, each of our properties delivers the ultimate hospitality experience while inspiring our guests to sip, savor and celebrate all of life's little every day and once in a lifetime special occasions.

Position Objective: The Léal Hospitality group is looking for individuals who are passionate about hospitality and creating memorable experiences for our guests. The Event & Sales Coordinator plays a key role in creating exceptional and memorable experiences for our clients. This position is responsible for coordinating and executing events to ensure all timelines, logistics, and details are followed, resulting in a positive and seamless guest experience at any Léal property. The Event & Sales Coordinator works closely with the Sales, Events, Luxe Design, and Facilities teams to develop, manage, and oversee all aspects of event operations. This role requires flexible availability, including nights, weekends, and holidays, and hours may vary from part-time to full-time throughout the year based on event scheduling and business needs.

Essential Job Functions:

• Event Sales: Effectively contract events, including but not limited to weddings, rehearsal dinners, social events, school events, corporate events, holiday parties, fundraisers, bridal showers, baby showers, birthdays, etc., at a level to meet or exceed annual revenue goals.
• Actively solicit business to include prospecting, cold calling, and sales calls.
• Conduct property tours for prospective clients and generate contracts and invoices.
• Maintain effective, organized, and timely follow-up on leads, proposals, and contracts.
• Develop and implement sales strategies, plans, and projects for increasing revenue.
• Maintain complete and accurate records of potential and secured accounts, bookings, client requests, and specifications in the Sales & Catering Management system.
• Oversee the planning and coordination of details of booked business; create and distribute client BEO’s.
• Attend local and regional wedding and event shows to generate potential sales.
• Work closely with all relevant departments in the planning process of each event, providing specific details on the precontracting phase, estimates given, ceremony, reception, and vendors requested for the wedding.
• Expand and develop sales platforms.
• Create, design, and develop engaging graphic designs for print and electronic collateral, menus, website, and social media content that are aligned with our brand for marketing campaigns and efforts throughout our portfolio.
• Take photos and videos for marketing content as needed.
• Assist with the development and implementation of marketing plans and projects for increasing business.
• Assist with developing and expanding marketing platforms.
• Assist with updating and maintaining our company social media pages.
• Assist with maintaining and improving brand identity, brand images, print collateral, and other design and communication assets.
• Assist with managing the productivity of marketing plans and projects.
• Monitor, review, and report on all marketing activity and results.
• Monitor, review, and report on all sales efforts, activity, and results to management on a regular basis.
• Maintain high standards for safety and cleanliness in all areas of the property (including front entrance, FOH, BOH, and back parking lot).
• Communicate any areas of need, problems, and concerns from a guest to the Director of Hospitality.
• Complete all assigned projects on time, with clear communication regarding deadlines and workload.
• Any other tasks or projects as requested by any member of management.

Event Execution/Coordination:

• Oversee the communication of all relevant needs of client to appropriate departments in a timely and detailed manner (including Luxe Design, Culinary & Bakery, Facilities).
• Oversee the production details for events (timelines, BOE, layouts).
• Oversee the management of each event from initial sale through successful completion.
• Ensure coordination and banquet teams are trained and set up for success to so the day of event goes smoothly and events run according to schedule.
• Oversee the coordination with the Luxe Design team, photographer, videographer, DJ, officiant, entertainment acts, and any outside vendors upon arrival of event to review timeline and details.
• Work with client and guests to ensure all requests are met and ensure that guests are provided with a positive, memorable, and once in a lifetime experience.
• Coordinate and attend culinary tastings, final walkthroughs, and rehearsals.
• Ensure banquet staff is adequately prepared for event, coordinate staffing requirements and staff briefings.
• Oversee and direct banquet serving and banquet set-up staff to ensure all tasks are assigned and executed.
• Assist with setup and tear down of event as needed.
• Coordinate event rehearsals – include instruction for ushers, family seating, and wedding party processional and recessional.
• Maintain high standards for safety and cleanliness in all areas of the property.
• Ensure proper dining experience, deliver items, fulfill customer needs, remove courses, replenish items and refill glasses as needed.
• Perform all other duties as assigned by management.

Qualifications Required Education, Knowledge, Skills, and Competences:

• Bachelor’s Degree (or in progress) preferred – Hospitality, Marketing, Communications, Event or Meeting Planning – or equivalent experience in the hospitality industry.
• Must be flexible and available to work a varying schedule to include weekdays, weekends, mornings, evenings, holidays, split shifts, and extended hours as business needs dictate.
• Customer service-oriented mindset with a focus on exceeding client expectations.
• Must possess exceptional communication, negotiation, and interpersonal skills, with the ability to build and maintain relationships at all levels.
• Maintain a professional and polished appearance in adherence with the company dress code.
• Must have advanced computer skills, including working with the Microsoft Office Suite (including Excel), Aisle Planner, Google Documents, etc.
• Excellent organizational, planning, and follow-up skills.
• Problem-solving skills and deductive reasoning abilities.
• Superior verbal communication and written skills required.
• Must possess and maintain a valid California Food Handler Certificate.
• Must possess and maintain a current ABC-approved California Responsible Beverage Serving Certification.
• Must possess and maintain a current California Driver's License with a satisfactory driving record.
• Will be required to travel to other locations within the portfolio on a frequent basis, including starting your shift at different properties.
• Drive company vehicles, including golf carts, at an appropriate speed and with caution.
• Ability to work under pressure and remain calm to resolve problems using good judgment.
• Ability to work cohesively with co-workers as part of a team.