Event & Sales Coordinator

7 months ago

Coimbatore, India PSG Institute of Technology and Applied Research Full time

**Responsibilities**:
**Pre-Event Phase**:
**1.Client Acquisition**:

- Identify new business opportunities for the convention centre by collecting data, generating leads, nurturing leads, and using data analysis to inform sales strategies.
- Engage with potential clients, understanding their needs and expectations, and tailoring event proposals accordingly.
- Negotiate and secure contracts with clients, ensuring alignment with the convention center's policies and procedures.

**2.Sales Process Management**:

- Collaborate with the sales team to develop and implement effective sales strategies and tactics.
- Provide ongoing support to the sales team by managing prospect pipelines, coordinating follow-ups, and maintaining close communication with clients.

**3.Sales Material Preparation**:

- Work closely with the marketing team to create compelling sales materials, including brochures, presentations, and proposals.
- Ensure that sales materials accurately reflect the convention center's capabilities and services.
- Distribute sales materials effectively to reach target audiences and maximize sales opportunities.

**Event Planning Phase**:
**1.Client Communication**:

- Establish and maintain open and transparent communication channels with clients throughout the planning process.
- Actively listen to client needs and expectations, addressing concerns promptly and effectively.
- Provide regular updates on event progress, ensuring client satisfaction and managing expectations.

**2.Detailed Event Plans**:

- Collaborate with clients to develop and implement comprehensive event plans that align with their specific requirements.
- Manage all aspects of event planning, including scheduling, budgeting, vendor selection, and logistics.
- Ensure that event plans adhere to the convention center's policies and safety regulations.

**3.Venue Preparation Oversight**:

- Oversee all aspects of venue preparation, ensuring that the event space is ready for the event.
- Coordinate with venue staff to arrange for layout, décor, and equipment setup in accordance with client specifications.
- Conduct thorough inspections to ensure client satisfaction well within the convention centre’s policy

**4.Vendor Relationship Management**:

- Establish and maintain strong relationships with preferred vendors, negotiating favorable terms and conditions.
- Coordinate with vendors to ensure timely delivery of services and adherence to event specifications.
- Proactively address any issues that arise with vendors, ensuring smooth event execution.

**5. Event Execution Phase**:On-site Event Management
- Provide on-site event management, overseeing all aspects of the event from start to finish.
- Resolve any last-minute issues that arise, ensuring that the event runs smoothly and according to plan.
- Maintain open communication with clients, addressing their concerns and ensuring their satisfaction.

**Post-Event Phase**:
**1.Event Documentation**:

- Document all aspects of the event, including event details, client feedback, and vendor performance.
- Prepare comprehensive post-event reports, summarizing event outcomes and identifying areas for improvement.

**2.Event Records Maintenance**:

- Maintain accurate and organized records of all events, including contracts, invoices, and vendor information.
- Ensure that event records are accessible and easily retrievable for future reference.

**3.CRM Maintenance**:

- Regularly update customer records in CRM systems, ensuring that client information is accurate and up-to-date.
- Collaborate with the sales team to identify and utilize CRM data for effective sales strategies.

**4.Sales Data Analysis**:

- Collect, organize, and analyze sales data to identify trends, patterns, and insights.
- Prepare and present sales data to sales managers, providing actionable insights for decision-making.
- Utilize sales data to improve sales strategies and maximize revenue potential.

**Qualifications**:

- Bachelor's degree in hospitality, event management, or a related field
- 5+ years of experience in event planning and sales coordination
- Proven track record of success in Lead management, Sales Support, Client relationship, Event coordination and Data management.
- Strong organizational and time management skills
- Excellent communication and interpersonal skills
- Ability to work independently and as part of a team
- Proficient in Microsoft Office Suite

**Benefits**:

- Competitive salary and benefits package
- Opportunity to work in a fast-paced and dynamic environment
- Chance to make a real impact on the success of a growing business

**About the Institutions**:

- PSG Group of Institutions has been renowned for over a century for making phenomenal contributions to education and healthcare. Their latest convention center at PSG iTech campus is a stunning landmark that blends modern architecture and advanced engineering. The Center boasts of a 1,500-seat auditorium, ideal for hosting professional

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