Event Sales Coordinator

The Woodlands, TX, USA|Onsite

Job Overview

Employment Type

Full-time

Part-time

Work Schedule

Standard Hours

Weekend Shifts

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Life insurance

short-term disability insurance

long-term disability insurance

401(k) retirement plan

Paid Time Off

Job Description

Invited is a leading company in the hospitality and service industry, renowned for its commitment to building relationships and enriching the lives of its members, guests, and over 17,000 employees nationwide. Established in 1957, Invited has grown to become the largest owner and operator of private clubs in the United States, overseeing more than 130 distinguished country clubs, city clubs, and athletic clubs. These exclusive clubs feature first-class amenities such as championship golf courses, modern workspaces, handcrafted cuisine, resort-style pools, state-of-the-art racquet facilities, and comprehensive fitness centers, making them premier destinations for leisure, business, and recreation. Invited prides itself on creating a dynamic, inclusive environment where employees are valued and play a vital role in the company’s ongoing success and reputation.

The Event Sales Coordinator position at Invited offers an exciting opportunity to join a vibrant and professional team dedicated to enhancing the member and guest experience through meticulous event planning and execution. Reporting to the Event Sales Director, the coordinator works closely with the Event Sales Manager to manage all facets of event sales, including logistics, client communication, and coordination with internal departments such as kitchen and service teams. This role is pivotal in supporting the achievement of the club’s annual event sales goals by efficiently handling administrative duties and assisting with client prospecting efforts. The Event Sales Coordinator is responsible for maintaining accurate client records, managing event documentation like proposals, contracts, and floor plans, and ensuring effective communication between all parties involved. This role requires a detail-oriented and organized individual who thrives in a fast-paced environment, values teamwork, and is committed to delivering exceptional service.

Additionally, this position demands flexibility and a willingness to support the dynamic nature of club operations, including assisting other departments and taking on additional tasks as needed. The coordinator will also participate in regular sales and event meetings to provide updates and contribute to the team’s success. Candidates should be prepared for a work schedule that may include extended hours, weekends, and holidays to meet the demands of event deadlines. The position offers a chance to grow professionally within a respected company that values personal and professional development, safety, and excellence in all aspects of its operations.

Invited offers a competitive compensation package with salary varying based on experience, skills, education, and location. Full-time employees gain access to a comprehensive benefits program including medical, dental, and vision insurance; life and disability coverage; 401(k) retirement savings plan; and generous paid time off and leave programs. For more details about the company culture, benefits, and career opportunities, prospective candidates are encouraged to visit invitedbenefits.com and Invited’s social media channels. Joining Invited means becoming part of a storied tradition of excellence and an innovative team that is passionate about creating memorable experiences in the hospitality industry.

Job Requirements

high school diploma or equivalent
minimum of 1 year experience in a customer-facing or sales support role in the hospitality or events industry
ability to stand walk and perform physical activities for extended periods
ability to work in varying temperatures and environments with potential exposure to dust fumes or gases
capable of climbing ladders squatting kneeling reaching grasping twisting bending and folding or unfolding as required
able to lift carry push and pull up to 25 lbs occasionally
effective communication skills including talking and hearing with sufficient visual acuity

Job Qualifications

high school diploma or equivalent
minimum of 1 year experience in a customer-facing or sales support role in the hospitality or events industry
college coursework in hospitality marketing or a related field is preferred
basic understanding of marketing and prospecting strategies
basic understanding of Microsoft Office and event management software
strong organizational skills and attention to detail
effective verbal and written communication skills
ability to work collaboratively within a team environment

Job Duties

assist the event sales manager with the coordination and execution of event sales including managing event details logistics and client communication
serve as the primary point of contact for clients during the event planning process ensuring all client needs and preferences are documented and communicated effectively
support the creation and distribution of event proposals contracts event orders floor plans and diagrams ensuring accuracy and attention to detail
maintain and update the client database with accurate information assisting in the development of a prospect inventory
ensure that all event-related documents including contracts and payment records are properly filed and organized
assist with basic financial tracking such as recording deposits and payments in coordination with the accounting team
manage event supplies and inventory coordinating with vendors as needed
coordinate with the kitchen and service teams to ensure event details are communicated and executed as planned
participate in regular sales and event meetings providing updates on event status and client interactions
provide general administrative support to the event sales manager and director as needed
assist others as needed and take on additional tasks as assigned by management
follow all company club and department policies procedures and instructions
maintain a high level of professionalism and a commitment to excellence in interactions with members colleagues and staff
follow safe working practices ensuring compliance with safety guidelines and encouraging others to do the same
take the initiative in personal and professional growth and maintain any required certifications relevant to your role
address and resolve challenges using available resources working with regional and corporate teams to support club operations
attend daily briefings and actively engage in required activities to stay informed and contribute to the team’s success