Sales & Event Coordinator

Overview

New York Institute of Technology's six schools and colleges offer undergraduate, graduate, and professional degree programs in in-demand disciplines including computer science, data science, and cybersecurity; biology, health professions, and medicine; architecture and design; engineering; IT and digital technologies; management; and energy and sustainability. A nonprofit, independent, private, and nonsectarian institute of higher education founded in 1955, it welcomes nearly 8,000 students worldwide.

The university has campuses in New York City and Long Island, New York; Jonesboro, Arkansas; and Vancouver, British Columbia, as well as programs around the world. More than 112,000 alumni are part of an engaged network of physicians, architects, scientists, engineers, business leaders, digital artists, and healthcare professionals. Together, the university’s community of doers, makers, healers, and innovators empowers graduates to change the world, solve 21st-century challenges, and reinvent the future.

For more information, visit nyit.edu.

Responsibilities

NYIT's deSeversky Mansion seeks a Sales and Events Coordinator to support the sales department at our catering facility at the Long Island (Old Westbury) campus. Under the direction of the manager, the Sales & Events Coordinator will be responsible for the following:

• Support the sales department and team with all sales related work as directed by Sales Manager.
• Receive and expedite all client inquiries for catered events to include Weddings, Special Events, luncheons, dinners, conferences, other large catered events and NYIT related events at the Mansion.
• Arrange and potentially give tours to prospective clients through the property and discuss client event needs while following the Sales Standard Operating Procedure (SOP) and understanding the history, flow, and layouts of the event space.
• Follow all email and call etiquette as per sales protocols.
• Attend planned events.
• Place food orders with outside vendors (Kosher, Sushi, etc.) that cannot be prepared by our culinary team.
• Work closely together and support the NYIT Campus Dining department when called upon.
• Recruit new clients through attending industry and networking events, telemarketing, advertising and reaching out to the competition’s client base. 
• Create content for marketing campaigns and offer ideas to the team on how to generate revenue.
• Generate, propose, and review contracts and sample menus with potential clients.
• Maintain relationships with past clients for future business by utilizing a database program in which client information is stored.
• Discuss event details with client, gather finals meeting details from the Wedding Planning Guide within the expected timeframe.
• Utilize database to keep in touch with and manage communication with past clients through phone calls, emails, and letters and follow up to ensure the client’s expectations were met or exceeded.
• Set up tastings for clients as scheduled with the Executive Chef.
• Attend weekly BEO meetings with the sales team, culinary, service and housekeeping team for set-up, logistics and execution of events.
• Run BEO meetings if Sales Manager is unavailable.
• Take minutes at Sales Meetings, and create a document to send out to the de Seversky team.
• Ensure that any changes requested by clients are immediately forwarded to the departments that are affected by the change.
• Communicate to the operations, housekeeping and culinary team if set-ups, cleanliness of the mansion or food requirements are not meeting the pre- or post-expectation of the clients.
• Ensure that all events are paid prior to the start of the event, following the contracted payment schedule policies of the mansion and ensure the bill reflects the costs stated in the contract. 
• Complete a new vendor document using the vendor program that is in place – store all information from vendors commissions to track.
• Assist Sales Team in completing payments, filing, and scheduling meetings and tours with clients.
• Ensure direct assistance with the client until day of the event.
• Complete End of Month for Accounting department by following the SOP.
• Schedule and meet with sales manager once or twice a week to discuss client’s inquiries and questions.
• All BEOs and contracts to be reviewed and signed by sales manager before it goes to clients.
• Set up bi-monthly Managers Meetings.
• Assist Director of Dining Services with setting up of meetings with the Dining Services team and outside vendors.
• Must be able to work in other areas on campus as needed, such as campus dining cafes, campus dining catering, kiosks, food trucks, and any/all special events on or off campus.
• Must be able to work a flexible schedule including weekends, nights and holidays, as needed
• Required to follow Labor Laws for taking breaks and use the designated kiosk to record time in and out.
• Use Workday to input requisitions
• Manage all staff.
• Ability to work from home when campus is closed with access to internet and Wifi and phone for speaking with clients and Sales Manager.
• Other tasks as assigned.

Qualifications

Bachelor’s Degree required.

Advanced computer skills including word processing, spreadsheets, desktop publishing and brand property Management Systems and Caterease.

Excellent communication and listening skills.

Ability to work a flexible schedule to include nights, weekends and holidays

Drivers License.

Preferred:

Background in creativity, marketing and social media.

2-5 years’ experience within a catering environment as a Sales or Event Specialist.

Other Information

New York Institute of Technology offers numerous opportunities to enhance personal and professional growth and provides employees with a competitive compensation and benefits program inclusive of  generous paid time off, holidays, tuition remission, and retirement plans with employer contributions.

New York Institute of Technology is an Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

In compliance with local legislation as well as to provide greater transparency to candidates, the annual base salary range for this position is listed. New York Tech considers factors such as (but not limited to) scope and responsibilities of the position, candidate experience/expertise, education/training, key skills, geographic location, internal peer equity as well as market, organizational considerations and/or applicable collective bargaining agreement when extending an offer.

Minimum Salary

Maximum Salary