Event Sales Coordinator

Sales Coordinator 

Position Summary 

Legacy Hall is one of North Texas’ premier food, entertainment, and private event destinations. From corporate gatherings and company celebrations to venue buyouts, concerts, social events, and community experiences, Legacy Hall offers a dynamic collection of spaces for events of nearly every size.

We are seeking an organized, energetic, and hospitality-driven Sales Coordinator to support Legacy Hall’s Event Sales team. This role combines sales administration, client communication, event coordination, and hands-on exposure to the complete event sales process. The Sales Coordinator will help maintain organization and accuracy throughout the sales cycle, including responding to inquiries, coordinating site tours, organizing contracts and event documents, preparing menus and floor plans, updating sales systems, and communicating event details to internal teams.

This is also a developmental sales position. The ideal candidate has some experience in sales, hospitality, events, or customer service and is interested in growing into a future Sales Manager role. The person in this position will have opportunities to learn lead qualification, venue presentation, proposal development, client relationship management, and event sales strategy.

What You’ll Do 

Sales and Client Support 

• Support the Sales Manager and sales team throughout the event sales process, from initial inquiry through event execution and final billing.
• Respond to initial event inquiries, gather relevant event information, and help qualify and organize prospective leads.
• Follow up with prospective and confirmed clients regarding proposals, contracts, deposits, menus, timelines, and outstanding event details.
• Assist with preparing proposals, contracts, banquet event orders, menus, floor plans, event summaries, and client presentations.
• Maintain organized and accurate electronic client files, contracts, payment records, and event documentation.
• Help ensure that sales opportunities and client communications are properly entered and updated in the applicable sales and CRM systems.
• Support basic prospecting and outbound sales efforts through lead research, database organization, follow-up communication, and community outreach.
• Identify potential corporate clients, local businesses, organizations, and community partners for future sales outreach.

Site Tours and Venue Presentation 

• Coordinate site-tour schedules and communicate tour details with prospective clients and internal teams.
• Prepare sales materials, menus, floor plans, pricing information, and event-space details before each tour.
• Ensure that event spaces are clean, organized, and presentation-ready before prospective clients arrive.
• Welcome clients and assist the Sales Manager during venue tours.
• Develop the knowledge and presentation skills necessary to independently conduct site tours as experience grows.
• Follow up after tours to document client feedback, next steps, and outstanding information.

Event Documentation and Administration 

• Prepare, review, and organize banquet event orders and related event documents.
• Communicate with the sales team to resolve missing, incomplete, or conflicting event information.
• Coordinate the weekly distribution of banquet event orders, kitchen event orders, menus, floor plans, and other event materials.
• Maintain accurate event calendars across TripleSeat, OpenTable, and other applicable systems.
• Confirm that event bookings and details are consistent across all platforms.
• Assist with designing and formatting custom menus, event signage, seating arrangements, and floor plans.
• Organize executed contracts, deposits, payment schedules, client approvals, and supporting documentation.
• Help track upcoming deadlines, final guest counts, menu selections, payment due dates, and other client deliverables.

Event Financials and Reporting 

• Assist with closing and reconciling event financials from prior days and weekends.
• Track deposits, payments, outstanding balances, and final billing information.
• Help prepare regular sales activity, pipeline, booking, and event revenue reports.
• Maintain accurate records of leads, conversion status, booking pace, and follow-up activity.
• Escalate missing payments, incomplete documentation, or discrepancies to the appropriate sales or finance leader.

Internal and Event Support 

• Serve as a communication link between Sales, Operations, Culinary, Entertainment, Marketing, and venue leadership.
• Ensure that confirmed event details are communicated clearly and accurately to the teams responsible for execution.
• Attend event meetings and operational discussions as needed.
• Assist onsite during select events, showcases, open houses, networking functions, and client experiences.
• Help identify opportunities to improve sales organization, internal communication, and the overall client experience.
• Build positive working relationships with clients, vendors, community partners, and internal team members.

Professional Growth 

• Learn all aspects of venue sales, client communication, event planning, contract administration, and hospitality operations.
• Develop the ability to manage smaller event opportunities and client relationships with increasing independence.
• Participate in sales training, networking opportunities, venue showcases, and community outreach.
• Build the skills necessary to progress into a Sales Manager position based on performance, business needs, and demonstrated readiness.

What We’re Looking For 

• Some previous experience in sales, hospitality, events, restaurants, hotels, customer service, or administrative support.
• Prior hospitality or event-sales experience is helpful but not required.
• Genuine interest in developing a career in hospitality sales and event management.
• Strong organizational skills and careful attention to detail.
• Ability to manage multiple priorities, deadlines, and event details in a fast-paced environment.
• Professional written and verbal communication skills.
• Confidence communicating with prospective clients by phone, email, and in person.
• A proactive approach to following up, resolving missing information, and anticipating next steps.
• Comfortable learning sales software, CRM platforms, event-management systems, and internal reporting tools.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Experience with TripleSeat, OpenTable, Canva, or similar platforms is a plus.
• Positive, polished, approachable, and hospitality-focused demeanor.
• Coachable, motivated, and eager to take on increasing sales responsibility.
• Ability to work a flexible schedule, including occasional evenings, weekends, and holidays based on event and business needs.

Why Legacy Hall 

• Legacy Hall is more than a food hall. It is a high-energy entertainment, dining, and event destination with chef-driven concepts, multiple bars, live music, festivals, private events, and the capacity to host large-scale gatherings of up to 2,500 guests.
• This role offers the opportunity to learn venue sales in a complex, exciting environment while building relationships and gaining practical experience across corporate events, social celebrations, concerts, buyouts, and experiential programming.
• For someone who is organized, motivated, and ready to grow, this position can be the first step toward becoming a successful hospitality Sales Manager.

We participate in the E-Verify program. As part of our commitment to maintaining a legal workforce, we verify the employment eligibility of all new hires through E-Verify.