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SAN MATEO COUNTY EVENT CENTER

BUSINESS DEVELOPMENT COORDINATOR ~ FULL-TIME

About the San Mateo County Event Center

The San Mateo County Event Center is a public assembly facility that hosts a wide variety of events, produces the San Mateo County Fair, and operates the Jockey Club, a satellite wagering facility for horseracing. Reporting to the Director of Sales and Marketing, the Business Development Coordinator plays a key role in driving year-round event sales and supporting the continued growth of the Event Center’s event business.

Role

The Business Development Coordinator manages sales opportunities and client relationships from initial inquiry through the contracting process, working with a diverse portfolio of large- and small-scale events, including consumer and public shows, trade shows, meetings, corporate events, and other special events. Responsibilities include developing new business, preparing proposals and quotes, negotiating contract terms, preparing contract documents for review and approval, conducting site tours, maintaining accurate sales records and forecasts, and coordinating with internal departments to ensure event requirements and venue policies are clearly communicated. The position requires a strong understanding of venue sales and event operations, with experience in the events, tourism, and hospitality industries providing an important foundation for identifying client needs, developing event opportunities, and building long-term client relationships.

Essential Functions/Responsibilities

Essential and other important responsibilities and duties may include, but are not limited to the following:

Sales

• Sales Process Management: Prepare proposals, negotiate contracts, and close sales, often managing the entire sales cycle.
• Serve as the point of contact for incoming sales inquiries, responding promptly to maximize revenue by providing information on availability, pricing, venue capacity, and SMCEC policies.
• Utilize event management software and maintain the calendar of all incoming sales opportunities and bookings.
• Lead Generation & Sales: Proactively identify, qualify, and pursue new business opportunities through outbound calls, email outreach, networking, industry events, and other sales activities to generate new business and increase year-round event bookings.
• Ensure clear internal communication by providing detailed event summaries to Event Coordinators and other departments.
• Collaborate with marketing to develop sales promotions and support initiatives that drive event bookings and enhance client engagement.
• Customer Relationship Management: Maintain relationships with existing clients to encourage repeat business and account growth.
• Attend local industry mixers and town hall meetings to network and promote SMCEC services.
• Responsible for various tasks as assigned during the annual San Mateo County Fair and other property-wide events.

Sales Administration

• Prepare contracts and related sales documents for review and approval prior to issuance, ensuring all documents are accurate and comply with established venue policies and procedures; coordinate with Accounting and Event Coordinators to support accurate invoicing and a seamless client experience.
• Inclement Weather Shelter Invoicing: Process invoices for each Inclement Weather Shelter activation and any post-activation documentation for billing.
• Reporting & Forecasting: Maintain detailed up-to-date records of activities, pipelines, and revenue.
• Generate detailed lead tracking reports, pricing proposals, and contract documents to close sales opportunities.
• Assist with the development, implementation, and ongoing maintenance of CRM processes and systems.
• Perform additional duties as assigned.

Qualifications

Required

• Minimum of 3 years of professional experience in event sales, venue sales, hospitality sales, or a related field, including experience preparing proposals, negotiating contracts, and closing sales for small- to large-scale events.
• Demonstrated ability to manage multiple sales opportunities and client relationships through various stages of the sales cycle.
• Strong written and verbal communication skills with the ability to interact professionally, courteously, and tactfully with clients, colleagues, vendors, and community partners.
• Strong organizational, time-management, and follow-up skills with excellent attention to detail.
• Proficiency with Microsoft Office and the ability to learn and effectively utilize event management, CRM, and related sales software.
• Ability to build and maintain positive working relationships across departments and with a diverse client base.
• Flexibility to work irregular hours, evenings, and weekends as necessary based on events and business needs.
• Possession of, or ability to obtain, a valid California driver’s license and current automobile insurance to operate carts and vehicles while on-site.

Preferred

• Previous sales experience with a convention center, event center, fairgrounds, hotel, hospitality organization, or other public assembly facility.
• Experience working with a variety of event types and sizes, including large-scale public or consumer events, corporate events, meetings, trade shows, and special events.
• Knowledge of event sales, venue operations, tourism, hospitality, and customer relationship management practices.

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. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit. The employee is frequently required to make repetitive hand movements in daily duties. The employee is occasionally required to stand, walk, reach with hands and arms, stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. The employee must be able to speak, hear, and see. Vision requirements are close vision, distance vision, peripheral vision, and the ability to adjust focus.