Sales And Event Specialist

Sales And Event Specialist

Bowling Green State University

Salary: Depends on Qualifications

Job Type: Full-Time

Division: Fire-College

Location: Firelands (Huron), OH

Closing: Continuous

Summary

The Sales and Facility Specialist is responsible for managing and leading the operational and logistical functions for BGSU Firelands Events Management activities. This position acts as project manager for external clients to meet personalized event needs, including processing of room reservations and contracts; coordination of event catering; audio visual set-up and troubleshooting; and individualized room set-up and service. This position also submits facility service and maintenance need requests for event spaces and is responsible for monitoring, submitting, and room scheduling for all internal and external events. This individual also acts as a liaison between multiple departments on campus for external registration processes, budget reports, cost analysis reports, customer service issues, and instructor/presenter needs. This person manages all meeting and classroom spaces while used for events and is dedicated to ensuring each and every group receives top-notch, detailed, and personalized customer service.

Essential Functions

Communicate (in person/phone/email/text) throughout the event scheduling, set-up process, and onsite delivery of services with all clients and guests to the facility. (Audio/Visual; WiFi; Catering; Space; Set-up; Dates/Times). All records must be entered into the event management system for all event information and contracts, R25 for space reservations, and Outlook for real-time scheduling.

Responsible for promoting, selling, and coordinating the use of event and meeting spaces, including developing client relationships, executing sales strategies, and ensuring optimal space utilization through targeted marketing and outreach efforts.

Responsible for ensuring spaces rented by external organizations are set up to the client's specifications, including assisting with set-up activities.

Occasionally, perform custodial duties (trash/dispensers/cleaning) during events, or as needed.

OTSS communications for classroom and conference room technology issues/needs.

Catering: communication with clients & multiple caterers for all event needs. Shopping for events/supplies. Set-up/tear down. All catering receipts scanned & reconciled in Chrome River. Submit requisitions and required documentation for all other purchases.

Student Employee supervision & guidance. Hire; train; monitor; evaluate; schedule student specific assistance for events management activities. Provide detailed instructions to every employee responsible for event coverage (Room/AV/Catering/Etc.).

Liaison for external client events held during evenings/weekends. Set locks; communicate building issues that may impact campus; custodial/grounds; point of contact for delivery assistance. Coordinate facility needs with supervisor.

Related duties as assigned

Minimum Qualifications

The following Degree is required:

Associate's degree required. Degree must be conferred at the time of application.

The following Experience is required:

2 years of event planning

1 year of supervisory responsibility