Sales & Promotional Events Coordinator

1 day ago

Carp, Canada Aquatopia Conservatory Full time

**Company Information**:
Nestled on 9.5 wooded hectares in the west end of Ottawa, Aquatopia Conservatory is a gorgeous award-winning wedding & events facility ranked by Wedding Bells magazine as one of Canada’s Top Ten Loveliest Venues, and the location for the Season 2 Finale for the internationally syndicated CTV reality TV series ‘Where To I Do?’, hosted by Canadian Designer Tommy Smythe.

Aquatopia’s unique contemporary architectural design, lush foliage, and aquatic features, create a year-round indoor working ecosystem with a positive sense of place that make Aquatopia the ideal venue for weddings, private culinary events, parties, and celebrations. Our team is a vibrant, diverse yet cohesive group who support, engage with one another, and thoroughly enjoy working together.

**Role Summary**:
**Tasks & Responsibilities**:

- Marketing Strategies: _
- Assist the Aquatopia Marketing Coordinator, to create, develop and implement marketing, advertising, and business strategies to communicate a cohesive vision and brand to clients and the general public, in the pursuit of symbiotic growth & success for all business sectors and activities of the Employer.
- Media & Public Relations: _
- Take responsibility for all aspects of the events department media and public relations with the aim of developing corporate goodwill and promoting the best interests of Aquatopia. Perform all events department related PR activities including, but not limited to: public appearances, media interviews, speaking engagements, hosting special events, issuing press releases, and authoring articles.
- Sales Process: _
- Adhere to all sales processes, developed in cooperation with the Aquatopia Executive, as well as all related administrative processes.
- Special Event Development: _
- Be accountable for the creation, development, management, and production of Aquatopia sponsored promotional events including: theatrical & musical performances, theme nights, creative seminars & workshops, culinary experiences, charity events, and health & well-being focused activities.
- Partnerships & Community Outreach: _
- Develop & manage community, institutional and business partnerships, with the goal of raising the public image of Aquatopia, creating business opportunities, and increasing overall profitability.
- Sales Activities: _
- Schedule and manage all meetings and conduct venue tours with potential clients and the general public.
- Consult with potential clients to determine their event needs, manage expectations, and provide them with documentation outlining product and service options available.
- Prepare and present formal event estimates, menus and legal agreement documents to clients and prospective clients, and respond to any of their questions or concerns.
- Follow up on all sales presentations to further respond to client concerns in an effort to increase overall event sales.
- Prepare all legal event agreement documentation for review by the Aquatopia Executive, then meet with clients to review documents and close sales.
- Create and maintain all physical and electronic sales management documentation with precision and accuracy, so that client file information may be clearly understood by all staff working for the Employer.
- Special Events Production: _
- Work in cooperation with members of the Aquatopia Events Production Team, to facilitate the management of all production aspects of Aquatopia hosted theme-based events held at the Facility, to ensure that they are successful. This includes: designing events, booking talent, coordinating AV & staging support from our Technical Director, arranging food services with our Executive Chef, implementing production designs with our Floral & Décor Coordinator, and designing promotional strategies with our Marketing Coordinator.
- Administration: _
- Create quotations, event agreements and supporting documentation, and communicate with clients to ensure binding ratification.
- Develop and execute effective processes for creating and managing sales tools, and ordering administrative supplies and services.
- Produce and maintain detailed sales and management reports to track event productivity metrics and improve business efficiencies.
- Amass and file information regarding other event venue services in the region, to ascertain Aquatopia’s competitive strengths, weakness, opportunities.
- Aggregate and present operational and financial data to the Aquatopia Executive for the purposes of forecasting and strategic analysis.

**Skill & Competency Qualifications**:

- A minimum of five (5) years events industry experience, with at least three (3) years experience in a professional sales capacity.
- Strong knowledge and understanding of all aspects of the wedding & events industry.
- Must be an effective leader, manager, trainer, coach, and administrator with excellent organizational abilities and excellent interpersonal written & oral communication skills.
- Post-secondary educat

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