Sales and Events Coordinator | Rhode Island Convention Center
: Job Details :

Oak View GroupOak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.Position SummaryThe Sales and Events Coordinator position is responsible for providing administrative support to the Sales & Events Department. Under general supervision of the Director of Sales & Event Services of the Rhode Island Convention Center, this position represents the organization in a professional manner by providing customer service, assisting with prospecting initiatives, and conducting site visits. Key responsibilities include monthly and annual reporting, survey administration, data analytics and data entry, filing/records management, day-to-day completion of sales related activities and processes, and projects as assigned. This entails aiding in achieving revenue targets, economic impact goals, and upholding exceptional standards of quality.This role pays an hourly wage of $28.85 to $30.00.Benefits for FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).This position will remain open until December 31, 2024About the VenueConveniently located in the heart of downtown Providence, the RICC is within walking distance to restaurants, hotels, shops, art galleries, night clubs, museums and more. We offer 100,000 square feet of exhibition space, 20,000 square feet of ballroom space, 23 meeting rooms, and 30,000 square feet of pre-function space.Responsibilities• Maintain and generate bi-monthly update of Calendar of Events• Assist clients with questions pertaining to the use and rental of the facilities as needed. Performs research and gathers the appropriate preliminary information on sales inquiry forms regarding availability, nature of events, etc. as needed to assist Sales Managers.• Assists the Director of Sales & Event Services with tracking event status, past-due contracts, and outstanding payments.• Maintains all digital filing in online client sales files.• Assists the Sales Manager in the preparation of contracts, contract revisions, and addendums based upon the needs of the Sales Manager.• Answers incoming phone calls and email inquiries to the Sales Department.• Assists in scheduling of planning meetings, site visits and pre-con meetings.• Performs various administrative functions to support the Sales and Events staff such as managing and updating the Sales database.• Assist with the implementation of all sales and events data into the sales and events database. • Assist Sales Managers in the preparation of event addendums and related correspondence, and review documents for completeness and accuracy.• Assist Sales Managers in updating facility user contact and account information, blocking meeting space and other event booking information in the event booking and management system.• Create and maintain event files; distribute and reconcile all event folders and respective checklists for Sales and Event Services.• Handles the booking of meeting space for internal events.• Assists with the handling and scheduling of building tours for various entities to include colleges and universities.• Handles all aspects of entertainment license applications for all upcoming events.• Oversee the consistent updating of the event planning guide to ensure accuracy. • Assist with covering business center hours as needed.• Performs any other duties and responsibilities as assigned by the Director of Sales and Event Services.• Compiles data and prepares monthly sales reports, annual sales reports, as well as revenue projections, sales statistics, data visualizations, and booking data of events (database), etc.• Coordinates and administers post-event surveys and customer feedback reporting.• Other duties and responsibilities as assigned.• Submit weekly attendance audit to the Rhode Island Convention Center Authority finance department heads.QualificationsTo 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.EDUCATION AND EXPERIENCE: • Bachelor's Degree from an accredited college or university in public assembly facility management, hospitality management, business administration, data analytics, marketing, or a related field.• Minimum of two-four (2-4) years of experience in an administrative support position. SPECIAL KNOWLEDGE & ABILITIES: • Advanced oral and written communication skills.• Strong orientation towards customer service and ability to work with other staff members in the facility.• Ability to build rapport with a variety of people and develop alliances to work together toward common goals.• Results oriented individual with the ability to meet required sales and marketing goals.• Excellent organizational, planning, communication, and inter-personal skills.• Ability to undertake and complete multiple tasks.• Interpersonal techniques in dealing with unique groups and sensitive circumstances.• Solid organizational skills; ability to prioritize multiple tasks; project management skills.• Versed in proper office/organizational/business etiquette.• Ability to work unsupervised and to function both independently and as a team.• Ability to occasionally work nights, weekends and holidays as neededStrengthened by our Differences. United to Make a DifferenceAt OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens ourpeople , improves ourservice , and raises ourexcellence . Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.Equal Opportunity EmployerOak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.