Event Sales Coordinator/Virtual Assistant

About the role

ANTold powers automated sales and operational infrastructure for premium hospitality venues. You will own the conversion process—taking automated lead replies, confirming availability, locking in Booking credit card holds, and building final Event Orders. You will manage the lead pipeline and client communications with a maximum 2-hour response time during coverage windows.

Key responsibilities

• Maintain a maximum 2-hour response time during coverage windows to answer client questions, verify date availability against the master calendar, and calculate minimum spends using venue cheat sheets
• Execute reservations in SevenRooms upon client booking confirmation, ensuring holding credit card links are dispatched immediately to secure dates
• Transition leads accurately across stages across all master spreadsheets and track team logs
• Apply the "Never Say No" policy—if a requested date is booked, proactively suggest premium alternative dates or custom time slots to save the lead
• Coordinate site walkthroughs between clients and the on-site White Horse team, locking in Calendar Invites for both parties
• Collect client menu choices, track dietary notes, and generate finalized Event Orders (BEOs) for the kitchen and bar teams

About you

• Hands-on experience with SevenRooms, Google Workspace (Gmail threading, Google Sheets, Google Calendar, Google Docs)
• 1+ years experience in venue sales, function coordination, or hospitality administration
• MUST HAVE exceptional written English with a warm, consultative tone suited for high-tier venue clients
• High speed and accuracy during active standby windows (10 AM – 6 PM Sydney Time)
• Uncompromising accuracy when updating spreadsheets, follow-up timers, and client logs

About us

ANTold powers automated sales and operational infrastructure for premium hospitality venues.