Conference Assistant Jobs in California (NOW HIRING)

Description

Department:   Conference Center

Supervisor:    Director of Sales

FLSA Status:   Exempt

Terms of Employment: At Will

Position Status:  Full-time (40 hours per week)

Annual Salary:  $25 - $29 / Hour; Based on experience and qualifications; bonus eligible

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Position Objective:

This position is responsible for selling, planning, coordinating, and ensuring the proper execution of all assigned, initiated, or acquired facility rentals and events at the Conference Center. The position is expected to coordinate with the Banquet Manager during the planning and execution of events.

• Responds quickly and effectively to rental inquiries and leads.
• Works on outside sales to bring new business to the Center, as time permits.
• Adds rental events to Caterease and Artifax.
• Utilize approved sales tools for contract generation such as P&L workbooks and approved profit margin calculations.
• Utilize approved venue rental rate sheets per market segment and preliminary event questionnaires.
• Cooperate with other sales managers to manage revenues, calendar holds, coordinate bookings, sales promotions, lead referrals, and special projects. 

• Primary function is to work on rental bookings for the Conference Center and associated rental spaces. 
• Responsible for rental bookings from first inquiry to final settlement
• Rental Bookings will include: email and phone communications, application issuance and review, contract issuance and review, and transposition of all completed paperwork
• Communication of pertinent information to other service providers including, Banquets Department, Facilities, and Housekeeping
• Properly maintains Google Drive files and Caterease records for all rental clients
• Use of Caterease for booking, tracking client requests, needs, changes, and settlement
• Management of Conference Center rental calendar, including input of annual return clients and current leads, with projected revenues and expenses to assist with budget projections and annual budget creation.   

• Assists with site tours and vetting Conference Center rental clients
• Is proactive about reviewing SOP's and policies, presenting re-drafted an updated verbiage to the Director of Sales for approval.
• Is proactive in project management by assessing feedback from other staff and departments, understanding what is being conveyed, and diplomatic about solutions
• Collects event information through standardized questionnaires, drafts contract based on information provided, transposes all pertinent information into Caterease, and facilitates handoff to Banquets team to finalize details
• Follow up on outstanding balances related to your events as needed

• As scheduled, act as liaison between clients, staff, vendors, and guests on day/night of events. 
• Provides outstanding customer service to rental clients and guests
• Responds to special requests from guests and clients
• Acts appropriately in events environments in relation to guest speakers, clients, guests, vendors, and their teams

Requirements

Knowledge, Skills, and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Minimum 4 years of experience in catering and conference center sales or public facility management with a strong background in culinary operations, banquet food production and ability to effectively engage in sales lead generation.
• Excellent communication skills, both written and verbal.
• Ability to work with and communicate with all inter-office departments and customers.
• Knowledge and proficiency in trade show and convention planning and requirements.
• Exceptional skills in sales, event planning, contract and proposal negotiations.
• Knowledge and proficiency in sales office management systems.
• Must be self-motivated and able to work independently with excellent time management skills.
• General office and computer skills
• Computer literate in Microsoft Office and/or Google Suites (Word/Docs, Excel/Sheets, etc.), Caterease, and Artifax 
• Demonstrated commitment to providing exceptional customer service.

Education and Experience:

• Minimum of Bachelor's degree and/or  and at least 4 years of relevant experience in hospitality and catering 
• Nonprofit experience desired, but not required. 
• Project Management Certification or equivalent experience.

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.

• Must be able to regularly lift and/or move up to 20 pounds, frequently lift and/or move up to 20 pounds, and occasionally lift and/or move 30 pounds.
• Specific vision abilities required by this job include, close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is regularly required to stand and walk

Working Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The work space is in an office and front desk environment. Noise levels vary, but can be moderate to high during programming and events.  While performing this job, the employee is exposed to weather conditions prevalent at the time with respect to both indoor and outdoor events. Temperature levels may include hot, cold, and mild. The noise level in the work environment may be low, moderate, and at times may be high.

The California Center for the Arts, Escondido is proud to be an Equal Opportunity Employer and considers qualified applicants without regard to race, color, creed, religion, ancestry, national origin, sex, sexual orientation, gender identify, age, disability, veteran status or any other protected factors under federal, state or local law.