With an inviting inn, a working farm, and dining and spa experiences that honor both the land and the seasons, Southall Farm & Inn is a place where creativity, connection, and collaboration flourish. The ideal location for corporate retreats, executive summits, and to reward top performers, here everyday distractions give way to enticing discoveries. It’s a blend of tradition and innovation, fueled by curiosity and wonder—providing teams with the time and space to relax and build stronger bonds, or to focus and strategize.

The Sales & Events Coordinator will offer support to our Events & Catering Sales team share Southall’s unique and versatile venues, evolved Southern hospitality, and more deliberate pace of life encourage a conscious and mindful outlook—a foundation that empowers teams to gain perspectives and create connections that can help elevate the business.

Responsibilities:

• Receive and respond to requests for information and inquiries by responding directly to the customer or routing calls to the appropriate team member
• Assist in response to requests or leads, with information / Menus / Resort / Venue Overviews, etc. for timely response, if Catering managers or Director of Events
• Assist Event and Catering Sales Managers with prepping for prospective and definite (pre-planning) site tours. Assist with gathering take aways such as seed bombs for tours, note cards, making sure property vehicles are ready and staged, water bottles, etc.
• Assist with File Turnover and calendar details
• Pulling reports of Group deposits received and not received, working with accounting, updating Resort Suite/Delphi with payment dates and amounts. Assist Catering Managers collecting remaining outstanding deposit(s)
• Assist with amenity requests for overnight VIP prospect or definite Site visits – place the orders with in-room dining, notes in Resort Suite/Opera/Delphi, typing and distributing welcome note cards, etc.
• Instrumental in starting group resumes by merging from Delphi and gathering group information
• Assist with pulling and distributing daily/weekly/monthly reports for Events & Catering such as BEO and Group resume distribution, daily event agenda for operations, etc.
• Assist in data entry or revisions into Resort Suite for Sales/Catering when needed
• Assist with identifying and soliciting new accounts and maintaining existing accounts
• Reserve conference/event space and books blocks of rooms for guests
• Coordinate with customers on due dates for rooming lists, cut off dates, BEOs, payments, and contracts and ensure that all deadlines are met
• Assist in detailing banquet event orders and distribute to staff
• Prepare diagrams for room set-ups if needed or facilitate room adjustments or changes
• Creates and maintains group blocks and catering/banquet events in the property PMS system
• Conducts inspections of guest and meeting rooms, banquet facilities to ensure they meet customer expectations
• Works closely with front desk to ensure accuracy of reservations, groups, events.
• Attend all pre-conference meetings as needed or required

• Supports group and meeting/banquet events including greeting all groups, creating, and placing welcome amenities in rooms, finalizing items with the group at check in/out

• Assist in response to requests or leads, with information / Menus / Resort / Venue Overviews, etc. for timely response, if Catering managers or Director of Events
• Assist Event and Catering Sales Managers with prepping for prospective and definite (pre-planning) site tours

• Assist with File Turnover and Auditing Contracts prior to passing off to event managers

• Maintain & update yearly event calendar as needed

• Maintain Event BEO binder to ensure all event orders are up-to-date and accurate

• Coordinate with Restaurant Team to accommodate group dining reservations

• Assist with amenity requests – creating personalized welcome cards, coordinating with retail team to gather items, inputting requests into internal systems (Alice/Infor), and communicating updates to In-Room dining team

• Instrumental in starting group resumes by merging from Infor and gathering group information

• Assist in planning and creating internal event orders for employee-related meetings and events

• Verifying F&B menus with Culinary Team on event days

• Assist with pulling and distributing daily/weekly/monthly reports for Events & Catering such as BEO and Group resume distribution, Change Log Report, daily event agenda for operations, etc.

• Assist in data entry or revisions for Sales/Catering when needed
• Reserve conference/event space
• Assist in detailing banquet event orders and distribute to staff if required
• Prepare diagrams for room set-ups if needed or facilitate room adjustments or changes
• Attend all pre-conference meetings as needed or required
• Communicate any needs or issues to Director of Events
• Ensure all incoming packages and assigned for and delivered to proper locations.

• Assists in designing banquet menus and bar signage for daily events

• Assist Event Managers and service team, when necessary - Including late nights & weekends
• Consistently demonstrate excellent people skills when dealing with Southall team members

Skills and Experience:

• Previous Hotel/Hospitality experience preferred.
• Be a team player who is energetic, motivated, and outgoing.
• Have a can-do customer service attitude.
• Demonstrate a friendly personality with a positive outlook.
• Have a passion for genuine hospitality.
• Strong written and verbal communication skills
• A keen and creative eye with ability to pay attention to the details.
• Problem-solving instinct with an ability to solve problems quickly and confidently.
• Excellent organizational and time-management skills with the ability to prioritize and multi-task in a demanding environment.
• Be dependable and punctual.
• Must be able to work a flexible schedule, including evenings, weekends, and holidays.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 25 pounds without assistance. Stand, sit, or walk for an extended period.

Education:

• High School diploma or GED

Southall Farm and Inn is committed to a diverse and inclusive workplace. Southall provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs.