Now Hiring - Venue Sales & Event Assistant in San Diego, CA

Venue Sales & Event Assistant

JOB DESCRIPTION
The Venue Sales and Event Assistant (S.E.A) is a support position within the Venue Sales &
Event Department. This essential position is a part of a sales and event team and will ensure the team has all necessary information and documents needed to deliver successful client events. This is a highly visible position both internally and externally and is a valued first point of contact for prospective clients. This role is in person, hourly plus sales commission and bonus opportunities.

This position requires precise attention to details, pressure tolerance, organizational skills and a strong desire to take initiative. This position requires concise communication with co-workers, vendors, and clients. Excellence in customer service skills with a diversified client base must be consistent. Accuracy, diplomacy, timeliness, professionalism, and drive are success factors of this position. The ideal candidate for the Venue Sales and Event Assistant role is outgoing, responsible, supportive, takes initiative, is a hard worker, problem solver and self starter.
Seeking a positive, customer-forward team player that will engage with coworkers and clients alike to attract and deliver exceptional events.

The position is a part of a sales team and reports to the Director Sales. Position is the first level of sales within the company and has a career pathway toward sales & event coordinator, sales
& event manager, sales & event director within the company’s current structure.

RESPONSIBILITIES
● Works closely with the Director of Sales & Venue, Venue Sales & Event Coordinator, the

Venue Facilities Manager, and the Event Operations Department to both assist sales and the execution of successful events at the Venue.

● Provide administrative support to Sales & Event Coordinator (S.E.C.); serve as intake for sales leads and offer support along with the coordinator to offer onsite client tours and be present at their events.

● Role will support client communications throughout the planning process and document client touch points in the company's customer CRM.

● Track client and vendor documents to ensure house rules, insurance information and contracts are in place during the lifecycle of the event.

● Schedule tours and conduct pre- and post-event walk through support and follow up documentation.

● Along with the S.E.C. ensure staffing is satisfactory for the needs of the event and follow up with the staffing manager if there are gaps.

● Support the facilities manager with set up and break down support

● Systematically gathers, reviews and files all event documents including: Proposals,
Banquet Event Orders, Kitchen Sheets, Invoices, Statements, Vendor orders, COI’s, etc. and ensures they are accessible in a binder format for the day of the event.

● Takes the initiative researching and analyzing event details to ensure successful outcome

● Maintains precise communication and enlists cooperation among all departments; sales, mixology, kitchen, marketing, warehouse, operations, etc.

● Diplomatically communicates with clients, vendors and venues
● Supports development of event timelines for vendors and clients for event run of show
● Onboards all new venue rental clients including printing contracts, creating event files, sending planning schedules, All Seated instructions and payment schedules
● Responsible for maintaining a client and catering database which includes accurate client contact, history, menus, staffing, equipment, etc.
● Fields initial event & Venue inquiries, organizes Venue leads efficiently, and responds to client needs
● Helps Venue sales & event coordinators create custom proposals for events and helps team close event contracts
● Helps generate new sales inquiries and build effective systems for sales lead capture
● Represents the Venue at certain key industry networking events including helping plan industry showcase events at the Venue
● Organizes logistics for events including: creating binders, fulfilling clipboards, and instructions for event staff and event project leads
● Helps create effective sales tools, marketing materials, sales proposals and pitch decks as necessary
● Responsible for helping identify upselling opportunities and assisting in their sale
● Maintains accuracy in event software, timelines, and accounts receivable
● Attends and organizes client f&b tastings, conducts venue tours with clients and industry vendors
● Schedules meetings via Calendly & Google and organizes department calendar and scheduling for venue tours and vendor meetings.
● Attends operations meetings and works with Facilities Manager, company management and event leads to help create, refine, communicate, and execute BEOs, purchasing and logistics for events.

● Assist in collecting vendor program contribution fees
● Assists with setting up and/or tearing down Venue events and responsible for cleaning venue as needed and preparing venue and office for public tours
● Comfortable working under deadlines, busy schedules and changing priorities
● Responsible for event invoicing and collection of payments
● Comfortable using Google Workspace, Asana, All Seated, and MS Office Suites.
● Responsible for opening /closing venue and overseeing vendor load-ins and load-outs as scheduled
● Attends events as determined by department director and team needs

● Provide floor support to the bar team as needed and/or serve as a beverage server or catering support as required.

● Supervises Julep events and event teams as necessary; also steps in when needed in different hospitality capacities as needed ranging from serving to beverage staff.

● Sets up Final Client walk-throughs with the venue sales and event coordinator
● Maintains & orders all linen for JULEP venue as well as processes linen invoicing
● Schedules Security, updates security timelines on BEOS & manages security invoicing with accounts payable
● Updates BEO’s with all event logistics such as floor plans, timelines, vendor information, linen orders, security details, inventory counts
● Uploads Final BEOs to Nowsta
● Designs and prints specialty bar and vendor menus for all JULEP clients
● Creates Julep Event Manager Binder and Julep Staff binder for all Julep events
● Responsible for note taking at trainings and meetings
● Collaborate with Snake Oil Cocktail team for menu ingredients, descriptions and pricing
● Collaborate with the Event Operations and Venue Facilities Departments to ensure event files contains accurate and current event information
● Has an acute awareness of the cleanliness of the venue, notices items that need to be picked up or cleaned and addresses issues personally and assigns these tasks in a timely fashion when needed

● Informs Facilities Manager and Management of repairs or maintenance needs around the property

● Position requires reliable transportation and flexible scheduling including evening and weekends

● Exercise self-motivation, drive, persistence, dedication and passion for the company’s purpose and Mission with a positive demeanor

● As as a Snake Oil Cocktail Company employee, the position will primarily support venue event functions, however, duties may be assigned to support the team with Cocktail
Graffiti orders, virtual barstool and other Snake Oil activations as necessary

REQUIREMENTS
Minimum of 2 years of relevant experience/prefer food and beverage experience/ venue coordination, event planning and/or customer service experience. Intermediate experience with computer programs: Word, Excel, Google Workplace, accounts receivable process. Graphic design experience, helpful. Catering experience preferred. May require local travel. Candidate will have a valid driver’s license and be able to pass a DMV background check. Professional references are required and will be contacted once provided to the company, along with the ability to pass a comprehensive background check. Obtain OSHA certification for operating the scissor lift and operate scissor lift. Obtain an RBS certification and food handlers card.

SCHEDULE

This is an hourly, in person position, with an expectation that 30-40 hours per week will be required, with some overtime as scheduled. Nights, weekends and holidays are an industry expectation and a requirement for employment. This is not a remote position and is fully in person. Schedule varies, based on event calendar and team assignments to events.

PHYSICAL DEMANDS
● Ability to lift, stand or sit, stoop, bend, and/or reach, for prolonged periods is required
● Must be able to lift up to 40lbs

COMPENSATION
Hourly Rate: $17-$21
Commission: .25% of Venue Sales, paid bi-weekly
Goal Commission: Range of .25%-.50%, pending attaining sales targets, as set annually by executive management

EQUAL EMPLOYMENT OPPORTUNITY POLICY
JULEP and Snake Oil Cocktail Company provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion (all aspects of religious beliefs, observance or practices, including religious dress or grooming practices), color, national origin (including language use restrictions and possession of a driver’s license issued under Vehicle Code section 12801.9), ancestry, physical disability, mental disability, medical condition, marital status, sex (including pregnancy, childbirth, breastfeeding or related medical conditions), gender (including gender identity and gender expression) genetic characteristic, sexual orientation, registered domestic partner status, age, military or veteran status, or any other basis protected by federal, state or local law or ordinance or regulation. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: $17.00 - $21.00 per hour

Benefits:

• Cell phone reimbursement
• Employee discount
• Paid time off

Schedule:

• Day shift
• Evening shift
• Holidays
• Monday to Friday
• Weekends as needed

Supplemental pay types:

• Bonus pay
• Commission pay

Ability to commute/relocate:

• San Diego, CA 92101: Reliably commute or planning to relocate before starting work (Required)

License/Certification:

• Driver's License (Preferred)

Shift availability:

• Day Shift (Preferred)
• Night Shift (Preferred)

Work Location: In person