Group Sales Event Coordinator

Our Company

There’s no organization quite like the Theodore Roosevelt Medora Foundation (TRMF). We’re a premiere tourism operation—and we’re a 501c(3) non-profit. We welcome hundreds of thousands of guests to an exciting, diverse lineup of entertainment, historical, and educational attractions—and we work tirelessly to connect people to Medora for positive life changing experiences.

TRMF was established in 1986—but our story begins before that. In 1962, nationally renowned businessman Harold Schafer took an interest in a historic old town named Medora. He loved its history, its striking location, and its potential to inspire others. So, he began revitalizing the old town: he restored a historic hotel, brought the Medora Musical to town, and so much more.

It was 1986 when the Schafer family, with Harold ready to retire from business, donated all they’d created in Medora to establish the non-profit Theodore Roosevelt Medora Foundation.

In the years since, we have grown from a staff of a handful of folks to more than 90 full-time employees, with hundreds more seasonal workers and over 650 volunteers. We have awarded hundreds of thousands of dollars’ worth of scholarships to our staff. The Medora Musical has earned the attention of The New York Times. And we have earned a reputation as the #1 tourism and hospitality provider in North Dakota.

We are a team of people who draw inspiration from Medora. We deeply respect this place, and the people we meet here. We deliver excellence in hospitality. We work with creativity and integrity. We are a family that values family.

We are the Theodore Roosevelt Medora Foundation.

Summary/Objective

A Group Sales Event Coordinator is responsible for ensuring the successful generation of and growth in sales to groups and successful event execution for TRMF in Medora, North Dakota.

Duties/Responsibilities

• Be knowledgeable about Medora, the products, programs and venues offered for guests in Medora and specifically by TRMF.
• Maintain contact lists and report weekly, monthly and quarterly on all contacts, sales conversions, etc.
• Service customers by assisting before, during, and after group arrival, may include tickets sales and printing, catering requests, submitting lodging requests, preparing key cards, greeting guests and meeting needs while in Medora and sometimes after departure. 
• Responsible for answering incoming calls to the Group Events Services office, following up on messages, and helping customers with questions and obtaining information as needed.
• Service existing customers by obtaining re-bookings and feedback on last event or visit to Medora.
• Identify prospective customers, lead generation and conversion by planning and organizing daily work schedule.
• Coordinate and facilitate site tours in Medora for current and prospective customers.
• Negotiate prices, terms and prepare contracts for services, dates, times and venues.
• Attend industry trade shows or conferences to identify potential sales leads.
• Follow industry trends to identify new opportunities for potential sales.
• Collaborate with colleagues in group event services and other departments of TRMF. 
• Contributes to team effort by accomplishing related results as needed.
• Performs other related duties as required.

Supervisory Responsibilities

• None.

Required Skills/Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal skills and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Creative and effective problem-solving skills.
• Ability to work in fast-paced environment
• Ability to prioritize tasks.
• Ability to respond to problems and to assists clients with a calm, courteous, and helpful manner and attitude.
• Thorough understanding of legal regulations and permits required for events.
• Proficient with Microsoft Office Suite or related software.

Required Education and Experience

• At least two years of experience in customer service, retail, sales, event planning or related field.
• Bachelor’s degree in hospitality, marketing or event planning OR equivalent in education and/or experience preferred.

Work Environment

This position is in an office environment. Evenings, weekends and holidays required depending on seasonal business needs.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to stand and walk for long periods of time during events.
• Must be able to lift up to 25 pounds at times.
• Must be able to work a variety of hours to accommodate events.
• Prolonged periods of sitting at a desk and working on a computer.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. 

Benefits (full-time employees)

• Medical
• Dental
• Vision
• 401(k)
• 401(k) match
• Vacation 
• Sick
• Parental Leave
• On-site cafeteria with free meals during seasonal operations
• Employee discount at TRMF retail and food service establishments and Bully Pulpit Golf Course
• Daycare discount at Teddy’s Cubhouse

AAP/EEO Statement 

It is the policy of TRMF to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, TRMF will provide reasonable accommodations for qualified individuals with disabilities