Sales & Events Coordinator

Join the Team at Montana's Premier Luxury Ranch Resort!

About Paws Up Montana:

Nestled on a breathtaking 37,000-acre ranch, Paws Up embodies the spirit of the American West. As a family-owned, award-winning destination, we inspire both guests and team members alike.

Position: 

We are seeking a talented Sales and Events Coordinator to join our team! 

This position contributes to the success of Paws Up Montana by assisting the Group Sales Team in managing client databases and communications, and by supporting the Events Team in organizing and coordinating group and special events. The role requires consistently providing the highest level of guest service and accuracy while maintaining client files, in-house reporting, booking clients into our systems, and managing invoices and accounting. The coordinator ensures that all group bookings and special events are handled and processed efficiently, timely, and accurately through consistent interactions with clients, vendors, guests, and the Sales & Operational Departments. Assisting with events as needed is also a key part of this role.

What We Offer:

• Medical, Dental, Vision Insurance
• 401K with Employer Match
• Paid Time Off – 9 Floating Holidays and 15 Personal Days
• Career Development and Advancement Opportunities
• Life Insurance, Long Term, and Short-Term Disability
• Employee Assistance Program (5 free counseling sessions)
• Referral Bonus Program (Get paid $250 to recruit)
• Carpool Reimbursement ($5-$20/Day)
• Employee Discounts on Merchandise (30% on select items in our retail store)
• Employee Lunch Provided

Primary Responsibilities:

Note: the following duties and responsibilities are not all-inclusive

• Assist group sales with Salesforce data management, including accurate entry of new clients, creating campaigns, managing the existing group sales database, and updating contact information.
• Create reservations and itineraries for sales site visits.
• Process group contract turnovers and turnover checklist to ensure consistency, setting up Conference Service and Operations teams for success.
• Utilize Maestro to create, manage, and monitor all group reservations. Ensure all reservations have correct billing, and all other necessary information.
• Create invoices and process advance deposits according to contract deadlines. 
• Ensure accurate commissions are issued to Accounting and any applicable Pick-Up Reports are created at the end of a group program.
• Create and manage group hold reservations as requested by the Sales Team and produce a weekly holds report reflecting all group rooms pending.
• Understand sales contracts to ensure deadlines, rates, deposits, and inventory are properly reflected in group reservations, group resumes, banquet event orders, and other internal communications pertaining to the group.
• Manage meeting planner adherence to contracted rooming list and deposit deadlines.
• Collect and input all necessary guest information from clients for the rooming list, including contact information, dietary restrictions/allergies, airport transfers, etc.
• Communicate any requested changes and updates to necessary departments during the planning process, including room block changes, guest cancellation, flight updates, etc.
• Participate in group pre-conference meetings with resort staff and meeting planners.
• Assist sales team with replying to initial sales inquiries as needed.
• Provide professional follow-up on behalf of sales manager for clients met during in-market sales efforts as needed.
• Conduct property tours when needed.
• Perform other duties as assigned. 

Looking for team members with:

• Two+ years of experience as an event coordinator or relevant hospitality experience preferred.

• High School Diploma.
• Proficient ability to multi-task and work on complex problems with general direction in a fast-paced environment while remaining organized and prioritizing workload throughout the day.

• Superior organizational skill, detail-oriented and reliable with good time-management.
• Ability to understand and follow written or verbal instructions.
• Able to work well individually and as a team.

• Proficient in Microsoft applications such as Word, Excel, Outlook, and a CRM System (Salesforce) preferred.
• At all times, maintain the highest standards of professionalismand friendliness, even under high demand with guest, team members, and management.
• Valid State Driver’s License with good driving record.
• Prolonged periods of sitting at a desk and working on a computer.

• Must be able to lift up to 50lbs at a time.
• Availability on weekends.

If you are passionate about Events and ready to take on a new challenge at a prestigious resort, we would love to hear from you. Apply today to join our dynamic team at Paws Up Montana!

Paws Up Montana provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.