Events and Sales Coordinator

SUMMARY 

The Events & Sales Coordinator is responsible for organizing, planning, and overseeing the execution of resort wide events and functions, including all logistics. These responsibilities will include nighttime activities and require working some evening hours. Work independently and frequently unsupervised to service groups, up sell additional products, and negotiate rates as necessary to close the sale. This position will work closely Sales and Marketing teams, as well as the Food & Beverage department, to promote and implement all events and activities. The goal of events is to increase skiers/skier visits, strengthen our brand positioning, add to guests’ experience that day, to lengthen our season and gain additional media exposure. This position supports all Cranmore marketing efforts to increase cross-sell, up-sell, and other merchandising opportunities. This position will also participate in job sharing for the purpose of coordinating the fulfillment of group sales services as deemed necessary. As a customer focused organization, a crucial part of each employee’s job is to get and keep guests.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

1. Manage all Cranmore functions and events. Plan, execute and be on-site to greet and troubleshoot throughout events.

2.  Oversee any additional staff/volunteers needed.

3. Manage day and overnight groups, international groups, corporate Cranmore functions, motor coach, youth groups, weddings, and ski show details. 

4.  Work with the Marketing Department to publicize event before and after it takes place.

5.  Coordinate with all Cranmore departments and outside vendors to book lodging, recreation, food and beverage, transportation, and activities for evets.

6. Oversee any additional staff/volunteers needed including seasonal staff responsible for promoting events and resort offerings

7. Coordinate day and overnight groups, international groups, corporate Cranmore functions, motor coach, youth groups, weddings, and ski show details. This will include nighttime activities and require working some evening hours. Work independently and frequently unsupervised to service groups, up sell to additional products and negotiating rates as necessary to close the sale.

8. Attend all interdepartmental meetings and communication of, including the taking of notes.

9. Work directly with the Director of Sales to create and maintain accurate and timely sales records and function sheets for upcoming groups.

10. Coordinate ticketing, invoicing, and account reconciliation for all groups and functions.

11. Work with Cranmore departments and outside vendors to make necessary arrangements for all groups.

12. Work with Lafrance Hospitality and Sodexo sales teams to coordinate function and group resort needs.

13. Attend and participate in Sales meetings on a regular basis and take minutes as requested.

14.Attend ski shows and/or ski club presentations upon request and as directed by Director of Sales and Events

15.Assist in the facilitation of the shop and lodging program.

16.Coordinate all on-site needs for event and resort sponsors. Ensure all contractual obligations are met. Sponsor reports will be written providing photos and proof of obligations.

17.Distribute event fact sheets to be distributed to all departments at least one week prior to event.

18.Work with Public Relations staff to publicize events before and after it takes place.

19.Perform other duties as required.

20.Contribute to team effort by participating in job sharing, assuming responsibility for the cleanliness of the resort and safety of guests and employees; participating in safety meetings; accepting diverse assignments; maintain a positive and friendly attitude and demeanor in all internal and external interactions.

21.Meet service level objectives and department goals as set forth by immediate supervisor.

22.Flexible working hours; includes holidays and weekends.

23Open, close & reconcile sales point on a daily basis.

GENERAL ACCOUNTABILITIES

1.      Maintain and enhance a guest focused culture in all areas of responsibility.

2.      Maintain schedules in compliance with regulations and authorities having jurisdiction; manage responsibilities in compliance with resort safety policies.

3.      Maintain current status on legal issues and technological advances that impact the industry; maintain awareness of scope and progress of competition.

4.      Effective communication skills with all levels of employees, guests and all other outside contacts.

5.      Ability to delegate responsibility, motivate and lead direct reports to achieve goals and objectives.

6.      Familiarity with state and federal environmental standards and OSHA regulations.

7.      Understanding of corporate and resort specific policies and procedures.

8.      Exercise discretion & judgment pertaining to the coordination of groups. Familiarity with state and federal environmental standards and OSHA regulations.

9.      Understanding of corporate and resort specific policies and procedures.

RESPONSIBILITIES TO SAFETY

1.      Protect the safety of self, co-workers, and Cranmore Mountain Resort guests and assets at all times.

2.      Report any potentially harmful equipment or situations to immediate supervisor without delay.

3.      Report safety-related accidents and incidents at once to immediate supervisor.

4.      Follow all company and department safety policies and procedures.

5.      Operate equipment in a safe manner that will not lead to injury of you or others.

6.      Drive in accordance with the law and Cranmore Mountain Resort policies.

SUPERVISORY RESPONSIBILITIES

Oversee Event Coordinator and hourly Event Helpers. May oversee help from other departments to execute events. May oversee and work with staff from outside vendors while executing events. May work with internal and external design and agency resources to execute marketing materials.

QUALIFICATIONS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B.A.) from four-year college or university; or one to two years’ related experience and/or training; or equivalent combination of education and experience. Experience with phone sales with intermediate to advanced working knowledge of MS Office, Siriusware, Excel and ACT.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Driver’s License.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to interpret company policies. Ability to exercise independent judgment and discretion about matters of significance.

MATHEMATICAL SKILLS

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SCHEDULING

Functions & Groups Manager is a full-time position with a minimum of 40 hours per week. Hours vary based on season and business volumes. The typical schedule is 5 days a week, 8-9 hours a day, between the hours of 8am and 8pm. Weekends, holidays, and vacation weeks are included. 

While performing the duties of this job, the employee is frequently exposed to outside weather conditions. The employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, and risk of electrical shock. The noise level in the work environment is usually moderate.