Event & Sales Coordinator

2 weeks ago

Coimbatore, India PSG & Sons' Charities Full time

We are seeking a highly organized, results-oriented, and detail-oriented Events & Sales Coordinator with a proven track record of success in planning, coordinating, and executing a wide range of events, from small meetings to large conferences. The ideal candidate will possess a passion for creating exceptional experiences for clients while generating new business opportunities for the convention center. They will be responsible for the entire event lifecycle, from initial client contact to post-event evaluation.


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.

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