Part-Time Event Sales Coordinator

Auburn Oaks Farm | Notasulga, Alabama

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Position Type: Part-Time

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Department: Events & Sales

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Schedule: Flexible part-time schedule; some evening and weekend availability may be required for client meetings, venue tours, and event-related needs

Position Summary\n

Auburn Oaks Farm is seeking an organized, personable, creative, and sales-focused Part-Time Event Sales Coordinator to manage wedding and special event inquiries, venue tours, bookings, client communication, event planning, scheduling, and marketing for Auburn Oaks Farm’s venue and event offerings.

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This position serves as the primary point of contact for prospective and booked wedding and special event clients from initial inquiry through the final planning stages. The Event Sales Coordinator is responsible for responding to inquiries, scheduling and conducting venue tours, converting leads into booked events, maintaining strong client relationships, managing contracts and event documentation, coordinating planning details, and ensuring all necessary information is accurately communicated to the Auburn Oaks Farm operations team prior to each event.

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The Event Sales Coordinator will also manage marketing for Auburn Oaks Farm’s weddings, special events, and venue spaces. This includes creating social media content and other marketing materials designed to showcase the property, generate inquiries, and increase event bookings.

Primary ResponsibilitiesEvent Sales & Lead Management\n

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• Respond promptly and professionally to wedding and special event inquiries received by phone, email, website, social media, or other lead sources.
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• Provide prospective clients with accurate information regarding Auburn Oaks Farm’s venue offerings, packages, pricing, policies, availability, and event options.
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• Follow up consistently with prospective clients to encourage tours and bookings.
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• Track prospective clients from initial inquiry through tour, booking, or close-out.
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• Maintain organized records of leads, client communications, tour dates, event dates, and booking status.
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• Identify opportunities to increase wedding, corporate, private party, fundraiser, rehearsal dinner, and other special event bookings.
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• Identify opportunities to increase event revenue through additional services, event spaces, lodging, or other available offerings.
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Venue Tours\n

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• Serve as the primary contact for scheduling wedding and special event venue tours.
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• Schedule all venue tours through the designated Auburn Oaks Farm Google Calendar.
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• Conduct professional and engaging tours of Auburn Oaks Farm’s event spaces and relevant property amenities.
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• Present venue features, inclusions, event options, policies, and available services in a clear and welcoming manner.
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• Tailor tours to each prospective client’s event type, priorities, guest count, and needs.
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• Answer prospective client questions and help clients envision their event at Auburn Oaks Farm.
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• Discuss available dates and next steps toward booking when appropriate.
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• Follow up promptly after tours to answer questions and encourage booking decisions.
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• Maintain accurate records of completed tours and each prospect’s status.
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Booking, Contracts & Payments\n

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• Prepare and send event pricing information, contracts, invoices and other booking documents.
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• Track deposits, scheduled payments, balances, and other financial requirements associated with event bookings and log all payments on the invoice tracker.
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• Communicate upcoming payment deadlines and outstanding balances to clients.
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• Maintain accurate client files containing contracts, payment records, event details, correspondence, and required documentation.
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• Ensure clients understand Auburn Oaks Farm’s event policies, deadlines, venue requirements, and contractual obligations.
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Client Planning & Communication\n

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• Serve as the primary planning contact for booked wedding and special event clients.
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• Schedule and conduct planning meetings with clients as needed.
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• Guide clients through Auburn Oaks Farm’s planning process and important event deadlines and contractual obligations. 
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• Answer client questions regarding venue policies, event logistics, rentals, layouts, timelines, and available services.
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• Collect and maintain important event information, including estimated guest counts, layouts, rental selections, event schedules, vendor information, and other planning details.
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• Review event details with clients throughout the planning process to ensure information remains accurate and up to date.
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• Maintain consistent communication with clients leading up to their event.
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• Provide professional, timely, and helpful customer service throughout the entire planning process.
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Event Timelines & Final Details\n

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• Schedule final walkthrough meetings with clients/planner and event operations coordinator and collect final event timelines and required planning information according to Auburn Oaks Farm deadlines.
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• Review client timelines to identify potential scheduling, logistical, or venue-related concerns.
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• Confirm final guest counts, layouts, event spaces, rental needs, and other important event details.
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• Ensure required documents, vendor information, licensing and insurance documentation, security arrangements, alcohol-related requirements, and other applicable items are received prior to the event.
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• Prepare a complete final event file for the operations team.
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• Clearly communicate final event details, special requests, concerns, and client expectations to the Event Operations Coordinator and other Auburn Oaks Farm staff.
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Event & Venue Marketing\n

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• Manage and create social media marketing content promoting Auburn Oaks Farm’s weddings, special events, venue spaces, and event-related offerings.
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• Use photos and videos collected by the Event Operations Coordinator during weddings and events to create engaging social media content.
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• Review collected event content and identify the strongest photos, videos, details, and moments to use for marketing.
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• Create social media posts, Instagram Stories, Reels, and other short-form content showcasing weddings, event setups, décor, venue spaces, vendors, and the overall Auburn Oaks Farm experience.
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• Maintain social media content calendar to ensure consistent flow of event-related social media content is scheduled for posting.
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• Develop marketing content highlighting available event spaces, venue features, amenities, wedding offerings, corporate events, private parties, and other event opportunities.
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• Create or assist with flyers, brochures, digital advertisements, email marketing, website content, promotional graphics, and event announcements.
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• Work with management to develop campaigns designed to generate inquiries and increase bookings.
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• Maintain organized files of event photography, videos, marketing materials, and other usable content.
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Client Relationship Management\n

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• Develop positive relationships with wedding couples, families, corporate clients, planners, and other event contacts.
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• Maintain a professional and welcoming approach throughout the sales and planning process.
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• Address client concerns promptly and involve management when necessary.
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• Help ensure clients feel informed, organized, and confident throughout the planning process.
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• Follow up with clients after events when appropriate to receive feedback, surveys and send thank you cards. 
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• Encourage satisfied clients to provide reviews, testimonials, referrals, and recommendations.
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• Encourage repeat business and future event opportunities when appropriate.
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Administrative Responsibilities\n

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• Maintain accurate event calendars, client files, lead records, booking information, and planning documents.
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• Keep event sales and booking information current and organized.
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• Monitor upcoming deadlines for contracts, deposits, balances, final counts, timelines, and required documentation.
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• Maintain the venue tour schedule and all event-related appointments through Google Calendar.
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• Ensure Google Calendar remains current and accurately reflects confirmed bookings and scheduled meetings.
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• Assist management with event sales reports, booking updates, tour activity, marketing activity, and upcoming event information.
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• Maintain organized marketing and social media content calendars.
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• Maintain confidentiality regarding client information, contracts, pricing, and internal business information.
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• Assist with additional event sales, marketing, scheduling, and administrative projects as needed.
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Qualifications\n

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• Excellent written and verbal communication skills.
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• Professional, friendly, and comfortable communicating with prospective and current clients.
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• Strong organizational and scheduling skills.
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• Ability to manage multiple clients, tours, meetings, events, deadlines, and priorities simultaneously.
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• Strong working knowledge of Google Calendar/Drive and other event related software or ability to quickly learn and consistently use it.
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• Strong follow-up skills and ability to maintain organized client records..
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• Sales-minded and comfortable guiding prospective clients toward a booking decision.
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• Comfortable creating engaging social media and marketing content.
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• Strong writing skills for captions, promotional messaging, emails, and marketing materials.
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• Familiarity with Instagram, Facebook, short-form video content, and other common digital marketing platforms.
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• Basic photography, video editing, graphic design, or Canva experience is preferred.
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• Comfortable using email, Google Drive, spreadsheets, event booking software, and basic office software.
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• Able to work independently while communicating effectively with management and the event operations team.
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• Previous experience in event sales, wedding planning, hospitality, venue management, marketing, social media, customer service, sales, or a related field is preferred.
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• Must have reliable transportation.
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Schedule Expectations\n

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• This is a part-time position with hours varying based on inquiries, bookings, client meetings, venue tours, marketing needs, and the event calendar.
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• Daytime availability will be required for administrative work, sales follow-up, venue tours, marketing, and client communication.
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• Occasional evening or weekend availability may be required.
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