POSITION PURPOSE

The Sales Event Administrator supports the sales team by coordinating event logistics, managing client communications, processing bookings, and handling administrative tasks like scheduling, invoicing, and reporting, ensuring smooth event execution from inquiry to post-event follow-up, requiring strong organization, customer service, and IT skills to manage sales data, client needs, and internal team coordination. In addition to sales support, this position serves as a vital liaison between departments—including Front Desk, AV, Housekeeping, and Food & Beverage—to support daily operational excellence.

 

ESSENTIAL RESPONSIBILITIES

Pre-Event Planning & Organization

• Review all contracts, BEOs, and event orders for accuracy and alignment with client expectations
• Attend and actively participate in weekly BEO / Event Resume meetings
• Confirm event details including room setups, timelines, F&B, AV, décor, and special requests
• Create event timelines and internal checklists
• Coordinate staffing, equipment, and setup needs with internal departments
• Track revisions and updates in the event management system (STS)

Event Administration & Internal Communication

• Serve as a key internal contact for event logistics
• Maintain organized event files including contracts, diagrams, and notes
• Assist Sales and Operations teams with confirmations, amenities, and VIP handling
• Ensure documentation complies with hotel SOPs and brand standards

Day-of-Event Execution & Service

• Be on-site for assigned events to ensure proper execution
• Oversee setup accuracy including room layout, décor, signage, and AV
• Act as liaison between the client and hotel departments
• Monitor timing, flow, and service levels
• Troubleshoot and resolve day-of issues professionally
• Support banquet and operations teams as needed

Post-Event Breakdown, Posting Event Charges

• Oversee event breakdown and room reset
• Ensure equipment and supplies are returned, cleaned, and stored properly
• Review post-event charges including guarantees, labor, bar, AV, and enhancements
• Assist with accurate billing summaries for Sales and Accounting
• Flag discrepancies between contracted and actual charges
• Post new charges to Lightspeed
• Create post-event debriefs

SOP Creation & Process Improvement

• Assist in developing and maintaining event and banquet SOPs
• Identify inefficiencies and recommend improvements
• Standardize templates and checklists

Equipment & Inventory Organization

• Maintain organized storage of event and banquet equipment
• Track inventory condition and usage
• Communicate shortages or repair needs
• Assist with seasonal audits and organization projects

Hotel Daily Operations & Cross-Department Training

• Learn daily hotel operations including Front Desk, Sales and F&B
• Assist sales team with outside sales efforts during blitz and networking events
• Gain working knowledge of PMS, POS, and event systems
• Provide operational support during peak periods
• Sales admin tasks such as building group masters, detailing events as needed

Professional Standards & Collaboration

• Maintain professionalism and strong organizational skills
• Communicate proactively with teams and leadership
• Represent the hotel brand positively
• Uphold safety, service, and brand standards
• All other duties assigned by manager or supervisor.

 

SUPPORTIVE FUNCTIONS

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

• Assist with any guest inquiry.
• Follow all company and safety and security policies and procedures.
• Report maintenance problems, safety hazards, accidents, or injuries.
• Perform other reasonable job duties as requested by direct and indirect Supervisors.
• May include an occasional weekend, holiday, or early/late shifts based on group arrival and event needs.
• Cross-department collaboration is essential to this role.

 

PHYSICAL DEMANDS

• Environmental conditions are both, inside and outside, a job is considered “both” if the activities occur inside or outside in approximately equal amounts.
• Temperature is moderate and controlled by hotel environmental systems.
• Must be able to lift up to 45 lbs. as needed.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with other staff, guests, and supervisors
• Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
• Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks occasionally.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly, and other office equipment as needed.

 

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Proficiency in English (spoken, written, and reading).
• Strong verbal, written, and electronic communication skills.
• Advanced mathematical and analytical skills.
• Excellent leadership and guest service abilities.
• High attention to detail and organizational skills.
• Intermediate computer skills (Microsoft Office, PMS, POS, etc.).
• Budget analysis and computational skills.
• Self-motivated and able to work independently.
• Strong problem-solving and decision-making capabilities.
• Familiar with federal, state, and local labor laws (e.g., Title VII, ADA, FLSA, OSHA, etc.).
• In-depth knowledge of food products, preparation techniques, and quality standards.
• Capable of evaluating food presentation, taste, and consistency.
• Experience conducting pre-service meetings and communicating effectively across departments.
• Detail-oriented with the ability to manage multiple timelines and priorities.
• A team-oriented mindset with a guest-first attitude and flexibility to assist across departments.

 

EDUCATION

EXPERIENCE

• Previous experience in hotel, tourism, or administrative support preferred.
• Familiarity with hospitality systems such as Lightspeed, CI/TY, STS, or similar platforms is a plus.

 

GROWTH PATH

This role provides foundational experience in sales, event coordination, and operations, with potential to grow into Sales Manager, Tour Services Manager, or Operations Supervisor roles depending on performance and interest.

 

LICENSES OR CERTIFICATIONS

N/A

 

GROOMING

All Staff Members must maintain a neat, clean and well-groomed appearance per Azul Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

 

ATTENDANCE

Regular attendance in conformance with the standards, which may be established by Azul Hospitality, from time to time, is essential to the successful performance of this position. Staff with irregular attendance / tardiness will be subject to disciplinary action, up to and including termination of employment. Upon employment, all staff is required to fully comply with Azul Hospitality rules and regulations for the safe and effective operation of the hotel’s facilities. Staff members who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, staff members may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required. This job description is not an exclusive or exhaustive list of all job functions that a staff member in this position may be asked to perform from time to time.