TEMPORARY EVENTS SALES MANAGER (Temporary Full-Time)
The Preservation Society of Newport County is seeking a Special Events Sales Manager to work Mid-March through Mid-August. The Sales Manager will respond to client inquiries, prepare event estimates, follow up with clients prior to the event and prepare final invoices. The Sales Manager will be responsible for setting client appointments, meeting with clients, being onsite to greet the client at the start of event and overseeing wedding ceremonies. The Sales Manager will prepare detailed event outlines to distribute to events staff and will collaborate and confirm onsite that the details of the events set-ups are executed to expectations. This position will work up to 40 hours per week. The primary schedule is Monday-Friday, 9:00 am to 5:00 pm. Certain events will require working evenings, holidays and weekends.
Responsibilities and Duties:
• Actively engages in sales and promotion of the organization, to include but not limited to making cold calls, scheduling and making sales appointments, distributing promotional collateral, making sales presentations and joining and participating in local organizations and events.
• Acts as a liaison between the organization and the client generating leads and converting them to appointments and sales with a heavy concentration in the wedding, corporate, local and social markets, understanding all details pertaining to these markets.
• Works directly with clients, wedding planners, meeting planners, gathering the necessary information for floor plan, room set-up, timelines, rental orders, décor, cost and billing details and other requirements pertinent to their event in a timely manner and assist client with those items as necessary. Conducts site visits as appropriate.
• Keeps abreast of trends and developments in the industry, such as menus, consumer tastes, management issues and competitor offerings, implementing changes as needed to maintain and/or increase share and subsequent revenues.
• Keeps accurate notes/paperwork on each event. Preparation and distribution of set-up detail sheets to Event Staff.
• Responsible for follow-up circulation and timely communication with appropriate departments/sub-contractors/vendors.
• Prepares invoices for each event and presents to client for payment per office standards.
• Maintains complete and in-depth files on all future and past events as directed by department standards.
• Practices and observes safety rules and regulations. Attend Crowd Control, T.I.P.S. and/or other training as directed by the organization.
• Promotes a pro-active work environment that creates an atmosphere of teamwork and quality service.
• Works cooperatively with outside vendors to conduct business professionally and in the best interest of the organization.
• Interacts effectively with vendors, competitors, event staff and other Preservation Society departments.
• Perform other related duties as required or directed.
Required Qualifications:
• BA/BS with a minimum of 3 years experience in the upscale hospitality industry plus sales and event management.
• Proven track record of achieving and exceeding sales goals. Enjoys asking for business and closing sales.
• Knowledge of décor and design.
• Self-motivated; customer service and detail-oriented; strong analytical, critical thinking, problem-solving abilities; results focus with execution and follow-through; ability to work independently as well as on a team; flexibility.
• Excellent interpersonal, organizational, written and verbal skills to work effectively with teams throughout organization.
• Must possess mature, professional demeanor to interact with vendors, staff and guests and have the ability to enforce the organizations standards, policies and procedures with vendors, staff and guests.
• Ability to work without direct supervision.
• Ability to be onsite for events to greet clients and ensure expectations are met.
• Proficiency with MS Office including Microsoft Outlook, experience with database systems a plus.
• Proof of Valid Driver’s License and favorable driving record.
ADMISSIONS OPERATIONS SUPERVISOR (Full-Time)
The Preservation Society of Newport County is seeking an Admissions Operations Supervisor. The Admissions Operations Supervisor directs the staff handling the over-the counter sales and admissions operations for tickets and memberships at the entrance of each property, at designated special events and at the guest relations/staff reception at the administrative offices at 424 Bellevue Ave. The Supervisor is responsible for the financial performance of primary on-site ticket and membership sales. The Supervisor is responsible for admissions and greeter staff performance at each property. The Supervisor is responsible for all policies and procedures employed at the sales points and for effective coordination with the finance and IT department. The Supervisor coordinates with the Tourism Marketing Manager on the creation of all sales, collateral, signage and motor coach service. The Supervisor coordinates with the Visitor Experience Operations Manager to develop a strategic plan for the daily admissions operations of each property. The Supervisor coordinates with the Finance Administrator to develop the scheduling plan and payroll administration for Admissions staff. Weekly work schedule is 5 days as determined by the needs of Admissions Operations. Primary work hours fall within a range from 8:00 am to 6:00 pm.
Responsibilities and Duties:
• Responsible for the financial performance of over-the-counter sales.
• Responsible for directing the admissions sales operation in the welcome center and at each property.
• Assists the Department Director in forecasting financial performance and the admissions budget.
• Responsible for the evaluation of and continuous improvement of over-the-counter sales technology and methods.
• Responsible for hiring, evaluating and firing sales associates in coordination with the Department Director.
• Responsible for compliance with finance and IT department policies.
• Organizes the schedule and monitors proper time keeping for all Museum Experience admissions associates in conjunction with the Finance Administrator.
• Ensure effective achievement of visitor experience financial goals through collaboration with all staff members.
• Read daily reports from all sales points, address anything that needs immediate attention.
• Produces weekly and monthly sales reports.
• Is a leader in the cultivation and nurturing of a positive working environment and attitude of mutual respect among Museum Experience personnel.
• Maintain high levels of communication with all Visitor Experience personnel.
• Coordinates regularly with team leaders and membership associate.
• Maintain atmosphere of mutual respect and professionalism at all times.
Required Qualifications:
• Associates Degree or equivalent minimum.
• Intermediate business computer skills, including familiarity with MS windows, e-mail, and word processing programs.
• Intermediate level experience with spreadsheet and database computer programs.
• Ability to effectively communicate with computer programmers.
• Ability to use read and create business financial spreadsheets and reports.
• Ability to perform business management mathematical calculations (by hand or by machine) for the preparation of reports.
HOUSEKEEPER (Part-Time)
The Preservation Society of Newport County seeks a part –time candidate to work a flexible schedule up to 25 hrs/wk with the possibility of up to 40 hrs/wk in season. Some weekend days required. Occasional special events may require work outside of this time frame.
Responsibilities and Duties:
• Follow an established schedule to ensure that primary cleaning duties are completed in time for the property to open to the public.
• Daily operation of the alarm system and lights in preparation for site open and close to the public.
• Daily glass cleaning and removal of dust on floors, surfaces and furniture.
• Careful movement of furniture or other historic artifacts when directed and under the supervision of Site Supervisor.
• Periodic cleaning/buffing floors, may involve use of wax or other chemical compounds, as directed.
• Opening and closing of windows, as directed and replacement of light bulbs.
• Collect trash, vacuum as necessary, clean, and monitor and restock bathrooms.
• Sweep and removal of trash, leaves, and snow from interior and exterior walkways and entrances, may require use of blowing machine for leaf and /or snow removal.
• May be asked to check conditions of grounds of assigned property and set up and dismantle traffic ropes and signage.
• Perform other related duties as required or directed.
Required Qualifications:
• High School Diploma or equivalent with previous housekeeping experience preferred.
• Strong self starter with the ability to work independently, multi-task, and establish priorities.
• Work from verbal and written instructions, able to read and comprehend simple instructions.
• Good communication skills and ability to maintain flexible behavior.
• Follow prescribed safety and health rules, regulations and practices.
• Must occasionally lift and/or move up to 25 pounds.
FOOD SERVICE ASSOCIATE (Part-Time/Seasonal)
The Preservation Society of Newport County seeks a part-time food service associate candidate. Food Service Associates provide excellent customer service to guests visiting our food service venues at the Welcome Center and the Chinese Tea House. Responsibilities include cashiering, keeping the lunch venues fully stocked for customers, greeting all guests and making them feel welcome and comfortable while they await their luncheon seating.
Responsibilities and Duties:
• Greet visitors in a friendly and caring manner making them feel welcome.
• Accurately operate POS System and credit card machine. Maintain cash drawer.
• Unpack snacks and beverages and restock displays.
• Maintain and restock supplies used in the daily operation.
• Alert supervisor to any problems in the daily operation and any dissatisfied visitors.
• Perform light housekeeping to include cleaning of glass, sales counter, and general work area.
• Give directions, answer questions accurately, and offer helpful suggestions to the visitors.
• Assist supervisor to insure that all policies and procedures are being followed.
• Perform other related duties as required or directed.
Qualifications and Skills:
• High School Diploma or equivalent.
• Previous customer service and food service experience preferred but not required.
• Ability to operate telephone, fax machine, credit card reader and POS cash system.
• Ability to multi-task and establish priorities in a busy fast paced environment.
• Excellent interpersonal, customer service and verbal communication skills