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Wedding Sales Coordinator

Dallas Arboretum

Wedding Sales Coordinator

Dallas, TX
Full Time
Paid
  • Responsibilities

    Job Description

    The Dallas Arboretum and Botanical Garden has been recognized as one of the most beautiful display gardens in America, and has 17 major gardens, and 29 smaller ones and 2 signature gardens throughout its 66 acres. These are A Tasteful Place, a fruit, herb and vegetable teaching garden and The Rory Meyers Children’s Adventure Garden, an 8-acre outdoor science museum teaching life and earth science principles in an engaging way. As the number one rated visitor destination in Dallas by Trip Advisor, it is known for 5 seasonal color change outs, enabling the garden to have year round color. The garden has a budget of $22 million, average visitation of over a million guests a year and a membership base of over 34,000.

    JOB SUMMARY

    Support the overall rental effort by responding to wedding inquiries, and as needed social inquires, and booking rentals to achieve revenue goals. Schedule sales tours with Tour Guides and coordinate communication for all clients, responds to inquiries and successfully book business. Process paperwork related to the requests for rentals/tours. Become familiar with all facets/venue sites for the Rental Department.

    DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

    • Promptly and courteously respond to incoming phone calls, inquiries; return calls/emails in a timely manner to secure bookings to attain revenue goals.
    • Confidently promote property/rental sites and schedule rental tours, confirming dates/locations/capacity, and actively sell rental spaces.  
    • Maintain phone log of inquiries/sales pipeline and disposition of call within appropriate software. Keep those spreadsheets up to date daily on your stages of selling.
    • Prepare relevant support paperwork and submit this information to appropriate staff or the Director of Sales and Special Events in a timely manner for finalization and execution of event
    • Support Department by managing and coordinating wedding rentals from contract to beginning of event during busy periods; provide facilitating support for large events or to assist Special Events
    • Actively and accurately maintain and monitor Master Calendar and Financials along with Special Event Department Coordinator, always being alert to booking schedules to avoid double bookings, booking during ‘black-out dates,’ and booking ceremonies/events in too close proximity to each at the same  
    • Assure relevant wedding packets-collateral materials, brochures, and vendor lists-are current and available. Participate in bridal open houses as requested.
    • Secure Volunteer assistance during peak season to assist with call logs, returning phone calls and assembling wedding packets.  
    • Provide backup support for Sales and Special Events positions to assure primary incoming phone is covered.
    • Goals for this position are revenue driven: $10,000 weekly booking goal in venue rental and an annualized goal.
    • Collaborate with the Senior Director of Sales and Special Events on revenue strategy and gain approval for any discounts over 15%.  
    • Booking revenues must be consumed no more than 18 months in advance

    SKILLS/QUALIFICATIONS:

    • Some college desirable. 
    • Two+ years successful sales/promotion activities; experience in event sales highly desirable.
    • Excellent verbal skills and good written communication skills.
    • Good computer and office skills (great proficiency in MS platform and specific computer software as needed).
    • Ability to sit for extended periods of time for extensive phone usage; physical ability to tour clients on property and to meet deliveries as requested.
    • Ability to work flexible hours, including nights/weekends.
    • Driver’s license to drive garden vehicles.

     KEY COMPETENCIES:

    • Ability to manage multiple tasks through use of effective organizational and time-management skills; professional work ethic.
    • Friendly phone skills and ability to sell and meet monthly/weekly/daily sales quota; goal driven
    • Self-motivated; great attention to detail.