Conference Sales Coordinator

PENDLE HILL is a Quaker study, retreat, and conference center located on 24 beautiful acres in unceded Lenni-Lenape territory. We are a mission-driven organization that seeks to create peace with justice in the world by transforming lives through learning opportunities, retreat, and community created on our campus and in virtual settings. We work to be inclusive, respectful, and supportive of all people, striving for peace and justice. 

This is a highly collaborative staff community featuring responsive leadership and many community-building opportunities, like biannual staff retreats for fun, growth, and connection, monthly fun activities as part of staff meeting, and the opportunity to serve on various committees. We also have monthly community work mornings, which provide variety with the opportunity to lend a hand on another team’s project or lead one for staff in your own work area. Learn more about Pendle Hill at https://pendlehill.org/.  

POSITION SUMMARY: Pendle Hill’s Conference Sales Coordinator has the responsibility to respond to inquiries about meeting and retreat space and group overnight guest accommodation. Along with the Guest Services Coordinator and Dining Services Manager, the Conference Sales Coordinator ensures excellent event coordination including room assignment, room setup, A/V needs, meal counts, and dietary preferences for groups on campus, including those from many faith traditions as well as various academic and nonprofit organizations. The Conference Sales Coordinator oversees the use of space at Pendle Hill and is a key position for cooperation across departments.  The conference booking process includes all aspects of meeting coordination from initial contact through invoicing and collection.  Working closely with the Director of Operations, the Conference Sales Coordinator seeks to monitor, meet, and achieve annual budget goals. 

The Conference Sales Coordinator has full knowledge of the conference and retreat center facilities.  Based on facilitator needs, the Conference Sales Coordinator recommends meeting spaces and room configurations that will optimize available spaces. This person has excellent sales and event planning skills, and organized attention to detail, obtaining all information needed to provide the highest quality customer service. The Conference Sales Coordinator understands our event operations and coordinates the group needs with other departments to ensure customer satisfaction and effective internal communications.  This person represents Pendle Hill in a professional and thoughtful manner during all interactions (phone, email and in person). The Conference Sales Coordinator participates in cross-training within the entire operations department (dining, registration, and all guest services/ housekeeping teams). 

REPORTS TO: Director of Operations 

TIME & LOCATION EXPECTATIONS: This is a full-time, exempt position which is eligible to work-from-home one day per week after the initial 90 days. “Full-time” at Pendle Hill is 37.5 hours per week, with 7.5-hour typical workdays, not including a half-hour lunch break. Occasional evening or weekend work may be required. Full-time staff at Pendle Hill spend a few work hours each week contributing to the community through meal time, housekeeping, or grounds and maintenance work.   

COMPENSATION AND BENEFITS: Compensation includes salary of $50,000 – $55,000 depending on experience. Benefits include medical, dental and life insurance, a retirement plan with 2% employer match, generous paid vacation days (20), sick days (15), and holidays (11), and the opportunity to take Pendle Hill courses for free. Additional benefits include one meal a day from the Pendle Hill Kitchen (free to staff except for the tax), a 20% employee discount at the Pendle Hill Bookstore, free copies of all Pendle Hill pamphlets upon publication, a beautiful campus with walking trails and fellowship with people from around the world. Full-time staff are eligible for competitively priced on-campus housing (depending on availability, and at Pendle Hill’s discretion. Pendle Hill housing is pet-free).   

RESPONSIBILITIES: 

Outreach and Sales 

• Respond promptly to event inquiries. 

• Negotiate sales agreements and contracts.   

• Maintain client communication and ensure understanding of Pendle Hill policies.  

• Stay informed about assets and limitations of Pendle Hill facilities. 

• Delegate some clerical tasks to the Receptionist/Conference Sales Associate and provide feedback regarding this work to the Director of Operations. 

• Generate new business and strategic client relationships with Quaker and other faith groups. 

• Monitor occasional group orientations with the Guest Services Coordinator and the Director of Operations. Inform the Executive Director of noteworthy incoming groups. 

Customer Service and Interdepartmental Coordination 

• Build relationships with colleagues to ensure effective and optimal customer service.  

• Collaborate with the Guest Services team to resolve on-site challenges affecting customers. 

• Implement effective evaluation methods that aim to raise client satisfaction and evaluation scores. 

• Analyze pricing rates with the Director of Operations and the Director of Finance.  

• Coordinate space usage with the Education Team and make final space assignments for Pendle Hill programs in collaboration with the Director of Operations and the Director of Education. 

• Prepare weekly event-planning meetings with detailed event information. 

Budgeting and Financial Management 

• Prepare sales orders and invoices; monitor and manage collections.  

• Participate in budget managers’ meetings and contribute to creating the Conference Services budget. 

• Forecast Conference Services income on a regular basis. 

REQUIRED QUALIFICATIONS INCLUDE:  

1. Strong customer focus and customer service enthusiasm. 
2. Inquisitive nature and strategic sales ability. 
3. Persuasive and skilled at overcoming objections. 
4. Networking ability and teamwork skills. 
5. Trainable attitude and results-oriented mindset. 
6. Proficiency in Microsoft Word, Excel, and QuickBooks, and aptitude to learn new software. 
7. Excellent organizational and administrative, and communication skills. 
8. Ability to set goals and achieve them, and to track, document, and share results with team members. 

DESIRED QUALIFICATIONS INCLUDE: Experience in conference sales and event planning. 

EXPECTATIONS OF ALL PENDLE HILL EMPLOYEES: 

• A highly welcoming attitude and willingness to provide hospitality for members of, and visitors to, the Pendle Hill community. Openness to a wide range of spiritual beliefs and experiences, cultural backgrounds and practices, and differences (of all kinds). 

• Either a familiarity with Quakerism or a willingness to learn about it, as well as an appreciation for the role of Quakerism in the mission of Pendle Hill.  

• A commitment to abiding by all Pendle Hill policies, including maintaining a fragrance-free campus. 

NONDISCRIMINATION POLICY: Pendle Hill appoints individuals without discrimination based on color, ethnicity, race, sexual orientation, class, gender identity or expression, pregnancy, age, national origin, ancestry, ability, marital status, domestic partnership or civil union status, religious affiliation, or any other category protected by law. Pendle Hill recognizes that some of these categories are social constructs, not rooted in science. Our aim is to be inclusive and affirming. 

Pendle Hill staff are required to be fully vaccinated against COVID-19, except for those who cannot receive the vaccine for medical or religious reasons.  

Pendle Hill is not able to sponsor a work visa for international applicants at this time. 

BACKGROUND CHECKS: Pendle Hill will conduct a background check for all candidates prior to hire. 

INTERESTED? Please submit the following items to jobs@pendlehill.org with “Conference Sales Coordinator” and your last name in the email subject line: 

1. a current resume, 
2. a cover letter that includes how you heard about the position, why you want to be considered, and your qualifications (applications received without a cover letter will not be considered), 
3. and contact information for three references, at least two of whom are professional references. 

Review of applications will take place on a rolling basis. The anticipated start date is as early as December 2024.