Description:
The Administration and Sales Coordinator provides administrative assistance to the ADH, and acts as the first port-of-call for all external enquiries for the department. The ACSC is responsible for the smooth running of Administrative functions of the Hospitality function as described below.
General Office Duties:
- Act as first port of call for incoming enquiries to the Hospitality office, passing the call on for action as appropriate.
- Assist with all aspects of managing the administration of the Events and our Restaurant partner as required.
- Prepare Purchase Orders as required.
- Act as ‘keeper of the calendar’ for Events, updating weekly for the Events Departmental meeting.
- Work with ADH and Business Coordinator to prepare the Annual Budgets for Hospitality Departments.
- Assist with D365 questions as needed within the department using knowledge gained on this system.
- Call and attend Departmental Meetings.
- Undertake Special Projects from time to time, including coordination of the Museum’s hotel list for museum visitors, providing comments and prices for management review.
- Manage the department’s filing system, ensuring that all files are findable.
- Prepare updated HPD/Valet Parking list weekly.
- With the Art of the Spirits team, participate in the wine selections for internal and external events, and the premium wine list for hosted and cash bars.
Sales and Marketing Duties:
- Receive incoming enquiries for external events, and act as initial sales person, providing information as required, always responding to requests within 24 hours.
- Manage Outdoor Photography Program from initial enquiry through booking and tracking.
- Stay with external enquiries through the initial walk through, working with coordinator as assigned by Senior Coordinator.
- With the ADH and Senior Coordinator, develop the department’s sales outreach including making outside sales calls where appropriate.
- Ensure there are sufficient Marketing Materials for the Events Department.
- Attend Marketing Meetings and support the Department’s Social Media and General Marketing programs.
Event Coordination:
- Be aware of and contribute as needed, to upcoming events through the weekly Special Events meetings.
- Undertake the role of Event Coordinator as assigned by the Assistant Director of Hospitality and Senior Special events Coordinator
- Complete and distribute a Banquet Event Order (BEO) for each assigned event.
- For each event, a spreadsheet (Bev Sheet) will be completed, indicating the profitability of that event, for management review.
- Issue stock to temporary staff and supervise the bar set-up in the desired location.
- At the conclusion of each event, tabulate the consumption on a spreadsheet, provide to the SEC for inclusion in the billing for that event and ensure that the AOTS area is clean and tidy, and stock is locked away.
- Manage the Thursday Happy Hour and with the Assistant Directors of Hospitality, Marketing and Communications, continually improve the product and outreach to achieve greater revenues as budgeted.
MFAH Internal Liaison:
- The position will be required to liaise regularly with internal departments within the museum.
Skills, Knowledge and Abilities:
- Exceptional organizational skills, with a keen attention to detail, and the ability to work independently, with minimal supervision.
- Must be able to communicate with all levels of museum personnel, and external event clients and their guests.
- Strong administrative skills required, with a better than working knowledge of Microsoft Office products (Word, Outlook, Excel). A general knack for technology and systems is a plus.
- Hours will sometimes be irregular. Available to work a flexible schedule that may include weekends, before/after regular museum hours, and evenings, if needed (With additional compensation.)
- Resilience and the ability to react to situations in the moment while staying aware of changing priorities as they arise
- Experience with Accounts Payable or processing invoices is a plus.
Education and Experience:
- Bachelor’s degree in business or a related discipline preferred OR an equivalent combination of experience and education from which comparable and demonstrable knowledge, skills and abilities have been achieved.
- 2-3 years’ experience in a similar role supporting sales, events, and client service, preferably in retail, event or service industries.