Retreat Center Sales and Event Coordinator

Location: Remote – Philippines
Schedule: Full-time, 40 hours per week | U.S. Pacific Time coverage required
Employment Type: Long-term, full-time

Overview
We are seeking a highly organized, proactive, and client-focused Retreat Center Sales and Event Coordinator to support the sales, booking, and coordination of retreats and events for our U.S.-based retreat center.

This is a client-facing role that requires excellent spoken and written English, strong follow-through, attention to detail, and the ability to communicate comfortably and professionally with clients over the phone, email , and video calls.

The Retreat Center Sales and Event Coordinator will manage inquiries and bookings throughout the sales and event lifecycle while working closely with the Senior Retreat Coordinator, management, operations, and other departments.

A key part of this position is being able to take initiative and work independently when senior team members are offline. We are looking for someone who does not need constant reminders to follow up, provide updates, respond to clients, or complete time-sensitive tasks.

Key Responsibilities
1. Sales & Client Communication
Manage the sales cycle from initial inquiry through booking, contract execution, and payment.
Respond promptly and professionally to retreat and event inquiries via email , phone, and other communication platforms.
Qualify prospective clients, understand their needs, and provide accurate information about the venue and available services.
Conduct client calls and coordinate virtual or in-person venue tours.
Prepare proposals, pricing sheets, contracts, and event agreements.
Consistently follow up with prospective clients and existing bookings without requiring reminders.
Maintain timely communication to ensure inquiries and client requests do not go unanswered.
Build strong client relationships and provide a professional, welcoming experience throughout the entire sales and event lifecycle.

2. Retreat & Event Coordination
Work closely with the Senior Retreat Coordinator and other team members to manage upcoming retreats and events.
Develop and maintain detailed agendas, run-of-show documents, event flows, checklists, and schedules.
Coordinate pre-event planning meetings with clients, catering teams, vendors, and internal departments.
Organize and document floor plans, setup requirements, food service needs, technical requirements, and staffing details.
Ensure event details are accurate, finalized, and communicated promptly to everyone involved.
Maintain the retreat and event calendar and monitor upcoming deadlines and deliverables.

3. Independent Coverage & Initiative
Work independently and confidently during hours when the Senior Retreat Coordinator or other team members are offline.
Take ownership of client requests, follow-ups, and time-sensitive matters rather than waiting for reminders or instructions.
Anticipate next steps and proactively address issues before they become problems.
Exercise sound judgment and know when an issue can be handled independently versus when it needs to be escalated.
Maintain continuity of client service and operations during team members' offline hours, including designated Friday coverage as needed.

4. Cross-Department Communication & Collaboration
Collaborate closely with retreat center operations, management, and other departments to ensure information is shared accurately and promptly.
Provide requested reports, updates, and information to relevant team members without repeated follow-up.
Proactively communicate changes, outstanding items, potential issues, and important client updates.
Maintain clear communication and accountability across departments to keep operations moving efficiently.
Follow through on requests and confirm completion when appropriate.

5. Administrative & Operational Support
Prepare invoices, track payments, and follow up on outstanding balances.
Maintain accurate client files, contracts, event documentation, and checklists.
Keep CRM and event management systems accurate and up to date.
Track sales activity, bookings, follow-ups, and other relevant metrics.
Assist with venue listings, marketing materials, website updates, client testimonials, and other promotional activities as needed.
Prepare post-event reports, client surveys, and other documentation.

6. Post-Event Follow-Up
Follow up with clients after retreats and events to assess satisfaction.
Collect client feedback and communicate relevant recommendations to management.
Assist with final billing, vendor invoices, and event financial reconciliation.
Maintain relationships with past clients to encourage repeat bookings and referrals.

Required Qualifications
Excellent written and verbal English communication skills.
Neutral accent with clear, professional spoken English suitable for frequent U.S. client calls.
Comfortable and conversational when speaking with clients by phone and video.
Strong attention to detail and organizational skills.
Excellent follow-up skills and a demonstrated ability to complete tasks without repeated reminders.
Proactive, self-motivated, and able to take initiative.
Ability to work independently and make appropriate decisions when senior team members are offline.
Strong time management skills and ability to manage multiple clients, events, and deadlines simultaneously.
Prior experience in sales, event coordination, hospitality, venue management, client services, or a related field.
Experience working with U.S.-based clients is strongly preferred.
Comfortable using CRM systems, email , scheduling tools, spreadsheets, and online collaboration platforms.
Ability to work U.S. Pacific Time hours and provide coverage during designated team offline hours.
Reliable high-speed internet connection and a professional, quiet work environment.

Ideal Candidate
The ideal candidate is someone who:
Communicates clearly, promptly, and professionally.
Is comfortable speaking directly with U.S.-based clients.
Takes ownership of responsibilities and does not wait to be reminded.
Follows through consistently and closes the loop on open items.
Anticipates what needs to happen next and takes appropriate action.
Works well independently while also being a strong team collaborator.
Keeps other departments informed and responds promptly when information or reports are requested.
Remains calm, organized, and solution-oriented when priorities change.
Understands that responsiveness and attention to detail directly impact the client experience.
Has a genuine interest in events, hospitality, retreats, and delivering exceptional client experiences.

Interested candidates should apply via the following link and complete the required assessment.
A minimum score of 70% is required for consideration:

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