Event Sales Coordinator

Job Summary

The Event Sales Coordinator is responsible for generating and managing external event rental revenue for Drexel University event spaces. This role leads the sales process for external clients, serving as the primary point of contact from initial inquiry through contract execution and event completion. The position is responsible for converting leads into confirmed bookings and actively developing new opportunities that increase utilization and revenue across Drexel's event venues. The coordinator manages the full lifecycle of external event rentals, including responding to inquiries, developing quotes, coordinating site visits, preparing contracts, and ensuring all required documentation such as insurance certificates is secured. This position also provides on-site support for events as needed, including evenings and weekends.

This position will work 20 hours per week on average, with more hours during high periods such as Commencement and in the summer.

Essential Functions

• Sales and Lead Management
  
  
  
  • Serve as the primary contact for all external event rental inquiries and leads.
  • Respond promptly to inquiries and qualify potential clients.
  • Develop pricing estimates and detailed event quotes.
  • Conduct site visits and facility tours for prospective clients.
  • Maintain accurate records of leads, inquiries, and sales activity.
  • Actively pursue new opportunities for external rentals through outreach and relationship building.
  
  
  
  
• Contracting and Client Coordination
  
  
  
  • Prepare and manage event rental contracts and related documentation.
  • Collect and review required certificates of insurance and other compliance materials.
  • Coordinate with campus partners to confirm space availability and operational requirements.
  • Ensure all contractual requirements and deadlines are met prior to the event.
  
  
  
  
• Event Execution
  
  
  
  • Serve as the client point of contact leading up to the event.
  • Provide on-site support for external rental events as scheduled.
  • Coordinate with internal teams including facilities, AV, and security to ensure successful execution.
  
  
  
  
• Revenue Development
  
  
  
  • Support the growth of external rental revenue through proactive sales strategies.
  • Identify new markets and opportunities for Drexel event space rentals.
  • Track and maintain accurate records of inquiries, proposals, confirmed bookings, and lost business within the event management or CRM system.
  • Monitor sales activity and rental revenue, compiling regular reports on lead conversion, booking trends, and space utilization.
  
  
  
  

Required Qualifications

• Minimum of a Bachelor's Degree or the equivalent combination of education and work experience. (Please review the Equivalency Chart for additional information.)
• Minimum of 1 year of experience in event sales, venue management, hospitality sales, or event coordination.
• Strong client service and relationship management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple clients and timelines simultaneously.
• Ability to work some evenings and weekends based on event schedules.

Preferred Qualifications

• Experience with CRM or event management systems (EMS).

Physical Demands

• Typically sitting at a desk/table
• Typically standing, walking
• Typically bending, crouching, stooping
• Typically running, climbing
• Lifting demands 50lbs

Location

• Hybrid/Flexible Work Arrangement; Philadelphia, PA

Additional Information
This position is classified as Non-Exempt, grade I. Compensation for this grade ranges from $21.71 - $32.57 per hour. Please note that the offered rate for this position typically aligns with the minimum to midrange of this grade, but it can vary based on the successful candidate's qualifications and experience, department budget, and an internal equity review.

Applicants are encouraged to explore the Professional Staff salary structure and Compensation Guidelines & Policies for more details on Drexel's compensation framework. For information about benefits, please review Drexel's Benefits Brochure.

Special Instructions to the Applicant
Please make sure you upload your CV/resume and cover letter when submitting your application.

A review of applicants will begin once a suitable candidate pool is identified.