Event Sales Account Coordinator

Job Description
Job Description
WHO WE ARE:
Wizard Studios is a national company whose unique and award-winning special event visioning, design, and implementation abilities are sought after by Fortune 500 companies, Non-Profits, Marketing, Advertising & PR Agencies, Political Campaigns, and Venues. We take simple but elegant ideas and complex concepts and manifest them into highly crafted yet scalable public and private events.

Our firm maintains a lifelong belief in the power of special events as the most effective means to engage, inspire, and inform people who come together and experience our productions. CHIEF OBJECTIVES OF THIS POSITION
Quickly respond to customer requests and always try to say yes. Help in every way possible to turn opportunities into sales. You will provide efficient day-to-day administrative and communication support by creating agendas for and documenting client calls, managing deadlines, and coordinating the delivery of sales materials and proposals.

Updating our presentations, editing sales reports, and monitoring client inquiries will also be essential parts of this job. You will work closely with our Director of Sales and Executive Producers while also working cross-departmentally with Technical Production, Creative Services, Operations, and Information Services.

Customer Service

You will naturally provide exemplary customer service, resulting in more significant sales. Greet customers promptly, courteously, and in a friendly manner while thanking them for their business! Maintain a positive attitude that promotes teamwork and a favorable corporate image. Respond to after-hours calls, emails & texts from customers & colleagues as needed. Work with clients and teammates to quickly resolve problems
Actively work to prevent client or vendor complaints and report them to your supervisor if they do occur.

Actively work to increase personal skills and knowledge. Increase the Company’s customer base by providing quality service and exceeding our clients’ expectations. Send weekly client-satisfaction surveys
Communication:
Proactively collaborate across teams and with clients
Manage client-intake calls & meetings. This may include:
Inform the Directors of Production of the inquiry and note the desired Project Manager(s) assigned
Schedule intake call (determine availability, hold and secure time slot, send calendar invite).

Gather/capture the initial scope of work
Gather/capture initial logistics
Support and assist flow between teammates and Clients. This support may include, but not be limited to:
Request information from the client needed to build quotes properly and thoroughly. Ensure Project Manager(s) have client requests for deliverables, including thorough narratives that paint a picture. Inform Directors of Production of any potential need for additional support. Send a recap of all client calls with detailed notes to the Clients and CC all relevant parties.

Provide clear “next steps” throughout the process to the Client and Project Manager(s) or Subcontracted vendors. This includes assisting with:
Identifying action items and objectives
Identifying responsible parties
Determining deadlines and making sure all parties adhere to them. Determining deadlines and making sure all parties adhere to them. Provide updates to clients as described by the Project Manager(s). Compile updates/communication from Technical Production and Creative Services and deliver to clients.

Share quotes or other documentation with Clients for their signature
Ensure Client compliance with deadlines. Balance the prevention of “scope creep” with over-promising clients. Alert your supervisor to any concerns regarding capacity or quality. Support and assist the flow between teammates and subcontractors
Organization: Streamline administrative tasks. This may include:
Set up appointments with prospects, clients, and potential vendors or venues. Manage Google Shared Drive.

This may include

Creating a Show Folder
Ensuring information is entered into the Templates accurately
Uploading all client-provided documentation throughout the project
Mastery of Flex Rental Solutions. This may include
Creating an Event Folder with pre-started headers
Start Quote header with accurate client and event information.

Set up Quotes with required builders, estimated subtotal headers, and or broken-out sections, and an estimated retail value (per the account manager)
Confirm the P&L costs match Flex quotes (costs, retail price, and narratives)
Ensure all company and contact(s) information is entered fully and correctly
Upload contractual documentation (including signed contracts/quotes, insurance certificates, and NDAs)
Confirm Quotes, Event Folders, and Generate Invoice
Inform the Project Manager of timing changes, and then update timing in headers and the event timeline builder
Confirm logistics.

This may include

Set up & possibly attend site visits/walkthroughs
Confirming location
Assist with confirmation of entry points and key parameters
COI requirements
Confirm what items are being kept/disposed of
Onsite Contact Info
Set up start & end times
Strike start & end times
Meeting Facilitation
Maintain multiple calendars and dashboards
Schedule and lead weekly Sales meeting
Organize materials for internal presentations (prepare for meetings)
Attend weekly internal meetings between departments
Schedule meetings between Project Manager(s) and clients, and lead meetings if requested
Assist with the preparation or creation of external presentations
Contribute to the coordinator meetings
Marketing: Work with the marketing team on a variety of initiatives, including -
Updating marketing materials
Collecting and enhancing photos for social media
Ensure all photos are uploaded to the appropriate Google shared drive folders.

Alert the Director of Sales and key shareholders to upcoming marketing opportunities. External communications
Work with the Marketing/Social Media Manager as requested
QUALIFICATIONS:
Required 1-3 years of experience in events, an agency setting, and/or hospitality industries.

Excellent oral and written communication skills: Must be able to read complex and detailed notes and be able to translate to a client-facing summary of communication
Professional interpersonal skills
Must be punctual, have great attendance, and be highly attuned to strict deadlines
Detail-oriented with the ability to adopt and embrace existing systems of organizations
Flexible: Ability to adapt quickly to changes in priorities
Desire to learn, develop, grow skill sets, and advance within the company
Ability to travel when required
Ideally, a working knowledge of:
Google Suite
Copper or other CRM software
Flex Rental Solutions
Asana or other project management software
Read and follow directions, plans, blueprints, and sketches. a plus
We Offer:
Competitive base salary
Medical, Dental, and Vision Insurance
Supplemental Medical Reimbursement Plans
Paid Time Off & Paid Holidays
401k Plan
Free Retirement Planning Consulting
Short-term & Long-term Disability Income Protection Benefits
Life Insurance for Teammates and Family
Employee Assistance Program
Perks Discount Programs
We have designed & built our culture around a set of core values.

We look for candidates who embody those values and will help bring them to life through their work. As part of the interview process, we share those values with candidates and actively search for people who will thrive in our environment.

OUR PURPOSE

We exist to produce events and create experiences that leave an enduring impression on you and your audience.

OUR MISSION

We create authentic events that bring people together, producing moments that matter, leaving a lasting impression.

OUR BRAND PROMISE

Exceeding clients’ expectations to ensure you hire us again!

CORE VALUES

SERVICE MINDSET -
We show up with humility, empathy, and accountability, putting clients, teammates, and vendors first in everything we do. TEAMWORK -
We maximize our collective impact by communicating openly, solving problems collaboratively, and supporting one another, because our best work is done as a team. ACT! With urgency and intention, we move quickly, think ahead, and respond with care. Timeliness, preparation, and momentum are how we exceed expectations.

GRIT-
With passion and perseverance, we push through challenges, stay resilient under pressure, and deliver when it matters most. EXCELLENCE -
We anticipate expectations, craft unique solutions, and strive to consistently over-deliver on our promises. Wizard Studios is an equal-opportunity employer committed to diversity and inclusion in all aspects of recruiting and employment.

All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military and veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online. Please visit for more information.

• **NO RECRUITERS***

At Wizard Studios, we foster a respectful, team-oriented culture rooted in craftsmanship and purpose.to create events and experiences that leave an enduring impression.
We manifest big ideas and complex concepts into highly crafted public and private events.