Private Event & Tournament Sales Coordinator

The Woodlands Country Club, Palmer Course - The Woodlands, TX

Arcis Golf team members thrive on anticipating needs, forging connections, and elevating experiences for our team, members, and guests. We are an inclusive team of unique individuals who show up each day with a grateful spirit, humble heart, and a genuine respect for one another.

Scope:

The Private Event and Tournament Sales Coordinator is responsible for planning, supporting and marketing all private events and meeting functions at the property through direct client contact to maximize profits from revenues.  Maintains ongoing relationship with guests.  Assist in project management and implementation of contracts and agreements.
 

Primary Responsibilities:

• Build and maintain strong, professional relationships with clients to ensure satisfaction, repeat business, and referrals.
• Serve as the primary point of contact for all private events, managing communication from initial inquiry through post-event follow-up.
• Detail, coordinate, and execute events in collaboration with all relevant departments, ensuring seamless operations and alignment with client expectations.
• Proactively upsell venue services, enhancements, and packages to maximize revenue while enhancing the client experience.
• Guide clients through all aspects of event venue specifics including timeline, menu selection, food and beverage coordination, layout, and additional services.
• Develop detailed event orders and timelines, ensuring all specifications are clearly documented and communicated to staff. 
• Monitor event budgets, prepare cost estimates, and ensure timely and accurate billing, deposits, and final payments.
• Track deposits and collect and process all client payments in a timely and accurate manner, ensuring proper documentation and coding.
• Deliver exceptional guest experiences by anticipating needs, resolving issues promptly, and maintaining a high level of service throughout each event.
• Conduct site tours of the facility and grounds to prospective clients, when sales team is not present, effectively showcasing features and capabilities.
• Coordinate with vendors and external partners as needed to support event success.
• Ensure compliance with company policies, safety standards, and applicable regulations.
• Analyze event outcomes and gather client feedback to identify opportunities for improvement and increased client satisfaction.
• Stay informed on industry trends, competitor offerings, and new event innovations to continuously enhance services.
• Support management with special projects and strategic initiatives as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Excellent people and communication skills.  Demonstrated outstanding customer service.  Must possess willingness to learn and perform new food & beverage programs and services.  Excellent communication and organizational skills, attention to detail, drive and motivation.  Flexibility with schedule with evenings and weekend work required. 

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to read and interpret retail product labeling.  Ability to speak effectively before groups of customers or associates of organization.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Working Conditions:

            Will often be required to work nights, weekends and holidays.

A faster-than-average pace will be the norm for this position.

Arcis Golf provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Arcis participates in E-Verify, the government program that certifies an employee's right to work for us in the U.S.