Description:
The Portland Art Museum (referred to as Museum) invites applications for the position of Event Sales Administrator. The Event Sales Administrator supports the events sales team administratively. This role is responsible for client invoicing, payments, certificates of insurance, booking internal events, coding and submitting event invoices. This position also serves as the event sales liaison between vendors, clients, and the Museum’s accounting department. This role reports directly to the Associate Director of Events.
Essential Duties & Responsibilities
- Effectively communicates with clients and staff
- Answers multiple phone lines, routes phone traffic, responds to client inquiries & schedules sales appointments
- Reconciles billing, invoices clients and vendors, tracks commissions
- Tracks permits and insurance certificates and processes required event fees
- Records and maintains accurate client and event data in events database
- Prepares sales and event status reports
- Shows and rents event properties
- Provides timely response to space rental inquiries
- Negotiates specific terms and conditions of rental agreements
- Drafts rental agreements
- Interprets Museum policies for outside event producers
- Introduces producers to production and catering personnel
- General office responsibilities including filing, copying, data entry, accounts receivable and preparation of promotional material
- House Manages internal and, as needed, external events (mainly mornings)
- Coordinate with Partnerships to ensure all event requirements are met and department has all necessary information
- Coordinate with internal departments to ensure internal programming is successful
- Gathers timelines, makes floor plans, checks fire permits for internal events
- Assist with event set up as needed
- Performs other related duties as assigned
Supervisory Responsibilities
- No supervisory responsibility
Institutional Responsibilities
- Support the Museum’s mission, vision and core values of creativity, connection, equity, learning, accessibility and accountability
- Contribute to and support the PAM strategic plan, annual priorities, and institutional initiatives such as diversity, equity, inclusion and access
- Contribute to a positive organizational culture based on mutual respect, a spirit of collegiality, cooperation, and openness to many perspectives
- Participate in a culture of ongoing learning, collaboration, innovation, creativity, and community engagement
- Promote equity and inclusion goals and have a “people first” mindset
Required Knowledge & Skills
If you have any questions along the way including wanting to talk about a nontraditional career background, please reach out to HR.
- Work collaboratively in an equitable and inclusive framework with individuals from a wide variety of backgrounds
- High attention to detail and experience prioritizing work plans and activities to maintaining high volume work flows
- Strong verbal and written communication skills, comfortable communicating with all levels of staff, vendors, and customers
Education, Formal & Informal Experience, Training Required, Certification, Etc.
- Minimum of 1-3 years of experience in the event industry
- Experience with Ungerboeck and/or other related event management software preferred
- Experience with sales content management systems (CMS) to track leads and client calls and document where each prospect is in the sales cycle
- Proficiency in Microsoft Office Suite