Part-Time Event Sales Coordinator

Part-Time Event Sales Coordinator

Auburn Oaks Farm \| Notasulga, Alabama

Position Type: Part-Time

Department: Events \& Sales

Schedule: Flexible part-time schedule; some evening and weekend availability may be required for client meetings, venue tours, and event-related needs

Position Summary

Auburn Oaks Farm is seeking an organized, personable, creative, and sales-focused Part-Time Event Sales Coordinator to manage wedding and special event inquiries, venue tours, bookings, client communication, event planning, scheduling, and marketing for Auburn Oaks Farm’s venue and event offerings.

This position serves as the primary point of contact for prospective and booked wedding and special event clients from initial inquiry through the final planning stages. The Event Sales Coordinator is responsible for responding to inquiries, scheduling and conducting venue tours, converting leads into booked events, maintaining strong client relationships, managing contracts and event documentation, coordinating planning details, and ensuring all necessary information is accurately communicated to the Auburn Oaks Farm operations team prior to each event.

The Event Sales Coordinator will also be responsible for maintaining the department’s Google Calendar as the central scheduling system for venue tours, client meetings, vendor appointments, event-related appointments, and confirmed bookings.

The Event Sales Coordinator will also manage marketing for Auburn Oaks Farm’s weddings, special events, and venue spaces. This includes using photos and videos collected by the Event Operations Coordinator to create social media content and other marketing materials designed to showcase the property, generate inquiries, and increase event bookings.

Primary Responsibilities:

Event Sales \& Lead Management

• Respond promptly and professionally to wedding and special event inquiries received by phone, email, website, social media, or other lead sources.
• Provide prospective clients with accurate information regarding Auburn Oaks Farm’s venue offerings, packages, pricing, policies, availability, and event options.
• Follow up consistently with prospective clients to encourage tours and bookings.
• Track prospective clients from initial inquiry through tour, booking, or close-out.
• Maintain organized records of leads, client communications, tour dates, event dates, and booking status.
• Identify opportunities to increase wedding, corporate, private party, fundraiser, rehearsal dinner, and other special event bookings.
• Recommend appropriate event packages, rental options, and available services based on each client’s needs.
• Identify opportunities to increase event revenue through additional services, event spaces, lodging, or other available offerings.

Venue Tours

• Serve as the primary contact for scheduling wedding and special event venue tours.
• Schedule all venue tours through the designated Auburn Oaks Farm Google Calendar.
• Conduct professional and engaging tours of Auburn Oaks Farm’s event spaces and relevant property amenities.
• Present venue features, inclusions, event options, policies, and available services in a clear and welcoming manner.
• Learn and confidently communicate current venue pricing, packages, policies, capacities, and booking procedures.
• Tailor tours to each prospective client’s event type, priorities, guest count, and needs.
• Answer prospective client questions and help clients envision their event at Auburn Oaks Farm.
• Discuss available dates and next steps toward booking when appropriate.
• Follow up promptly after tours to answer questions and encourage booking decisions.
• Maintain accurate records of completed tours and each prospect’s status.

Google Calendar \& Scheduling Management

• Maintain the designated Auburn Oaks Farm Google Calendar as the primary scheduling system for the Events Department.
• Schedule and maintain all venue tours, client planning meetings, vendor meetings, appointments, walkthroughs, rehearsals, and confirmed event bookings to ensure calendar is up to date so it serves as a reliable source of scheduling information for the team.
• Enter confirmed weddings and special events promptly after booking to ensure dates are reserved and visible to the appropriate team members.
• Update calendar entries promptly when dates, times, locations, or other details change.
• Prevent scheduling conflicts by reviewing the calendar before confirming tours, meetings, appointments, or event dates.
• Ensure event dates, rehearsals, walkthroughs, and major planning appointments are accurately reflected on the calendar.
• Coordinate scheduling with the Event Operations Coordinator, management, and other departments as needed.
• Regularly review upcoming calendar items to prepare for tours, meetings, payment deadlines, planning appointments, and events.

Booking, Contracts \& Payments

• Prepare and send event pricing information, contracts, invoices and other booking documents.
• Ensure contracts and required documentation are completed accurately and returned within established deadlines.
• Track deposits, scheduled payments, balances, and other financial requirements associated with event bookings and log all payments on the invoice tracker.
• Communicate upcoming payment deadlines and outstanding balances to clients.
• Maintain accurate client files containing contracts, payment records, event details, correspondence, and required documentation.
• Ensure clients understand Auburn Oaks Farm’s event policies, deadlines, venue requirements, and contractual obligations.

Client Planning \& Communication

• Serve as the primary planning contact for booked wedding and special event clients.
• Schedule and conduct planning meetings with clients as needed.
• Guide clients through Auburn Oaks Farm’s planning process and important event deadlines and contractual obligations.
• Answer client questions regarding venue policies, event logistics, rentals, layouts, timelines, and available services.
• Collect and maintain important event information, including estimated guest counts, layouts, rental selections, event schedules, vendor information, and other planning details.
• Review event details with clients throughout the planning process to ensure information remains accurate and up to date.
• Maintain consistent communication with clients leading up to their event.
• Provide professional, timely, and helpful customer service throughout the entire planning process.

Event Timelines \& Final Details

• Schedule final walkthrough meetings with clients/planner and event operations coordinator and collect final event timelines and required planning information according to Auburn Oaks Farm deadlines.
• Review client timelines to identify potential scheduling, logistical, or venue-related concerns.
• Confirm final guest counts, layouts, event spaces, rental needs, and other important event details.
• Ensure required documents, vendor information, licensing and insurance documentation, security arrangements, alcohol-related requirements, and other applicable items are received prior to the event.
• Prepare a complete final event file for the operations team.
• Clearly communicate final event details, special requests, concerns, and client expectations to the Event Operations Coordinator and other Auburn Oaks Farm staff.
• Participate in internal event meetings or event handoffs when needed.

Event \& Venue Marketing

• Manage and create social media marketing content promoting Auburn Oaks Farm’s weddings, special events, venue spaces, and event-related offerings.
• Use photos and videos collected by the Event Operations Coordinator during weddings and events to create engaging social media content.
• Review collected event content and identify the strongest photos, videos, details, and moments to use for marketing.
• Create social media posts, Instagram Stories, Reels, and other short-form content showcasing weddings, event setups, décor, venue spaces, vendors, and the overall Auburn Oaks Farm experience.
• Write captions and promotional messaging that reflect the Auburn Oaks Farm brand and encourage prospective clients to inquire about the venue.
• Maintain social media content calendar to ensure consistent flow of event-related social media content is scheduled for posting.
• Develop marketing content highlighting available event spaces, venue features, amenities, wedding offerings, corporate events, private parties, and other event opportunities.
• Create or assist with flyers, brochures, digital advertisements, email marketing, website content, promotional graphics, and event announcements.
• Promote open dates, seasonal booking opportunities, special packages, and other sales initiatives.
• Work with management to develop campaigns designed to generate inquiries and increase bookings.
• Maintain organized files of event photography, videos, marketing materials, and other usable content.
• Coordinate and contact photographers, videographers, planners, and vendors when appropriate regarding tagging, sharing, cross-promotion and collecting content from them for Auburn Oaks event photography files and sharing/promotional needs.
• Ensure all social media and marketing content respects client privacy and event-specific restrictions.

Client Relationship Management

• Develop positive relationships with wedding couples, families, corporate clients, planners, and other event contacts.
• Maintain a professional and welcoming approach throughout the sales and planning process.
• Address client concerns promptly and involve management when necessary.
• Help ensure clients feel informed, organized, and confident throughout the planning process.
• Follow up with clients after events when appropriate to receive feedback, surveys and send thank you cards.
• Encourage satisfied clients to provide reviews, testimonials, referrals, and recommendations.
• Encourage repeat business and future event opportunities when appropriate.

Administrative Responsibilities

• Maintain accurate event calendars, client files, lead records, booking information, and planning documents.
• Keep event sales and booking information current and organized.
• Monitor upcoming deadlines for contracts, deposits, balances, final counts, timelines, and required documentation.
• Maintain the venue tour schedule and all event-related appointments through Google Calendar.
• Ensure Google Calendar remains current and accurately reflects confirmed bookings and scheduled meetings.
• Assist management with event sales reports, booking updates, tour activity, marketing activity, and upcoming event information.
• Maintain organized marketing and social media content calendars.
• Maintain confidentiality regarding client information, contracts, pricing, and internal business information.
• Assist with additional event sales, marketing, scheduling, and administrative projects as needed.

Coordination With Event Operations

The Event Sales Coordinator and Event Operations Coordinator will work closely together while maintaining clearly defined responsibilities. Both roles are essential to ensuring a seamless experience from the first inquiry through the final event execution and post-event marketing.

The Event Sales Coordinator is primarily responsible for:

• Lead management and sales
• Responding to event inquiries
• Scheduling and conducting venue tours
• Tour follow-up and conversion
• Google Calendar management
• Scheduling client and vendor meetings
• Maintaining confirmed event bookings on the calendar
• Client communication
• Contracts, invoices and payments
• Planning meetings
• Event documentation
• Timelines and final details
• Client account management
• Event and venue marketing
• Social media creation and posting
• Promotional materials and campaigns
• Converting event photos and videos into marketing content
• Final event handoff to operations

The Event Operations Coordinator is primarily responsible for:

• Event setup and breakdown
• On-site event operations
• Vendor arrival and setup assistance
• Facility preparation
• Guest and event-day support
• Capturing photos and videos during weddings and events for marketing use
• Providing collected social media content to the Event Sales Coordinator
• Assisting with tours only when specifically requested or assigned

The Event Operations Coordinator will collect event content, while the Event Sales Coordinator will be responsible for organizing, editing, creating, publishing, and utilizing that content for event and venue marketing.

Both positions are expected to communicate closely to ensure a smooth transition from inquiry and tour, to booking and planning, to event execution and post-event marketing.

Qualifications

• Excellent written and verbal communication skills.
• Professional, friendly, and comfortable communicating with prospective and current clients.
• Confident conducting venue tours and presenting venue features, pricing, and event options.
• Strong organizational and scheduling skills.
• Ability to manage multiple clients, tours, meetings, events, deadlines, and priorities simultaneously.
• Strong working knowledge of Google Calendar/Drive and other event related software or ability to quickly learn and consistently use it.
• Strong follow-up skills and ability to maintain organized client records.
• Comfortable discussing pricing, contracts, deposits, and event policies.
• Sales-minded and comfortable guiding prospective clients toward a booking decision.
• Comfortable creating engaging social media and marketing content.
• Strong writing skills for captions, promotional messaging, emails, and marketing materials.
• Familiarity with Instagram, Facebook, short-form video content, and other common digital marketing platforms.
• Basic photography, video editing, graphic design, or Canva experience is preferred.
• Comfortable using email, Google Drive, spreadsheets, event booking software, and basic office software.
• Able to work independently while communicating effectively with management and the event operations team.
• Previous experience in event sales, wedding planning, hospitality, venue management, marketing, social media, customer service, sales, or a related field is preferred.
• Must have reliable transportation.

Schedule Expectations

• This is a part-time position with hours varying based on inquiries, bookings, client meetings, venue tours, marketing needs, and the event calendar.
• Daytime availability will be required for administrative work, sales follow-up, venue tours, marketing, and client communication.
• Occasional evening or weekend availability may be required.
• Regular weekend event shifts are not the primary responsibility of this position unless otherwise scheduled.

Ideal Candidate

The ideal candidate is organized, responsive, personable, creative, detail-oriented, and comfortable with sales, event planning, scheduling, venue tours, and marketing.

This person should be highly organized and capable of managing prospective clients, current clients, appointments, and multiple event timelines.

The right candidate will be proactive about following up with leads, confident conducting tours and discussing pricing, highly organized with calendars and deadlines, and capable of providing clients with a professional and positive experience throughout the planning process.

They should also be able to turn completed events into effective marketing that showcases Auburn Oaks Farm and generates future inquiries.

• Generate and respond to the lead. Schedule the tour. Give the tour. Book the event. Manage the planning process. Market the experience to help sell the next one.

Pay: $16.00 - $18.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Work Location: In person