Sales & Events Manager

The Sales & Events Manager is the driving force behind The Depot’s event business. You’re not just filling a calendar — you’re building relationships, making memories, delivering flawless events, and constantly raising the bar. This role demands someone who thrives in a fast-paced environment, takes ownership without being asked, and brings both the hustle of a salesperson and the precision of an operations expert to work every single day.

You’ll serve as the primary point of contact for guests, event planners, and vendors from first inquiry through final close-out — and you’ll be the reason they come back.

You’re the right fit if the following describes you:

Obsessively organized. You don’t let details slip — ever. You build systems, maintain them, and improve them over time.
Entrepreneurial. You approach this role like it’s your own business. You look for revenue opportunities, track what’s working, and adapt to make things better.
A natural multitasker. You can juggle a prospective client tour, a vendor call, and an event walkthrough — and keep every ball in the air.
Detail-oriented to a fault. From contract terms to table layouts, nothing escapes your eye.
Highly professional. You represent The Depot with polish and integrity in every interaction — written, verbal, and in person.
Anticipatory. You don’t wait for problems to surface. You spot them coming and have a plan.
A critical thinker. When something unexpected happens — and it will — you assess quickly, decide confidently, and execute.
An exceptional communicator. Clear, responsive, and personable with clients, vendors, staff, and leadership alike.
Hospitality-driven. You genuinely love creating great experiences for people. Service is not a task to you — it’s a mindset.
Experienced in events. You understand the rhythm of event coordination and know what “remarkable” looks like from setup to teardown.
Experience managing or directing people is a strong plus.
QuickBooks Online proficient. You’re comfortable using QBO for financial tracking and reconciliation — this is a required skill, not a nice-to-have.

Responsibilities

Sales & Business Development

Drive new facility rental bookings through tours, outreach, and follow-up on every lead.
Serve as the primary point of contact for all prospective and confirmed clients regarding scheduling, event logistics, and venue questions.
Track and monitor trends in weddings and corporate events to stay ahead of the market.
Actively participate in networking groups to grow new business.
Maintain a detailed competitor assessment for all event venues in Billings and surrounding areas.
Identify and grow rental and service revenue streams including Depot product rentals, guard fees, and bar services.

Event Coordination & Client Experience

Coordinate all event logistics with guests, event coordinators, vendors, and hosts from booking through post-event close-out.
Walk the property before every event, compare against the event sheet, and verify every detail is in order.
Schedule and confirm event security and bar service for each booking.
Coordinate with the Property Management Team to align maintenance schedules around events.
Manage and conduct regular checks on Depot rental inventory before and after events.
Fill in as host when no host is available to work an event (host bonus applies).

Team & Organizational Leadership

Coordinate and facilitate recurring meetings: Monthly HOT Team, Quarterly Host meetings, and Monthly Staff meetings.
Collaborate with social media, property, business, and marketing staff to capture and promote event content.
Maintain an organized, current photo library of Depot events for use in advertising and social media.
Participate in and help coordinate Depot signature events with partners.

Administrative & Financial Management

Maintain an Event Record database and income spreadsheets for account reconciliation.
Track and reconcile bar payments and client damage deposits
Manage HVAC scheduling for the week based on upcoming events.
Build and maintain an organized, efficient filing system for all Depot documents and contracts.
Use QuickBooks Online to support financial tracking, payment recording, and reconciliation tasks.

Contract Management

This role carries direct responsibility for the integrity of all event contracts. You are expected to:

Draft, issue, and manage all facility rental agreements with precision.
Maintain a thorough understanding of contract terms and proactively address any compliance issues.Part Time

Event Host

The Host is the first point of contact for people entering Billings Depot. The Host provides the highest level of service and hospitality to all clients, vendors, and event guests. The responsibilities of the Host are to protect the integrity of the historic campus and respond to the needs of guests while in the Billings Depot. The Host must at all times display a professional appearance and speak in a polite manner and clear tone, including answering telephones or addressing people who have approached the amenities. The Host is expected to possess a working knowledge of the Depot's rules, policies and procedures, as well as familiarity with the amenities and historical nature in order to serve guests.

RESPONSIBILITIES

Effectively communicate expectations and procedures to event staff, vendors and the client
Effectively manage high stress situations and deescalate when possible
Work alongside multiple food service vendors, event coordinators and bar staff
Complete priorities independently with limited oversight
Understand company standards regarding safety, historical preservation, and alcohol awareness
Follow-up, closing, and filing of paperwork for events
Serve as ambassador and represent the Depot brand at all events
Monitor and manage guest expectations
Anticipate guests needs and help fulfill guest requests
Greet guests upon arrival and direct them to designated areas
Ensure all safety, satisfaction codes, and Depot procedures are followed
Coordinate with maintenance staff for the scheduling of room setup and breakdown before and after
Handle difficult guests and situations in a calm, professional and prudent manner

REQUIREMENTS

Must have strong problem-solving skills
Must be able to handle a fast-paced, busy, and somewhat stressful environment
Physical ability to load/unload vehicles
Basic computer and phone skills
Dependable transportation
Must be over 21 years of age

CHARACTERISTICS

Approachable: Ability to put others at ease and an exceptional listener and problem solver who is gracious, sensitive and patient.
Interpersonal Savvy: Builds rapport quickly by listening, sharing, understanding and comforting.
Initiative: Obsessed with exceeding customer expectations. Passionate about service improvements.
Self-Assurance: Confident in ability to meet goals and manage events.
Composure: Cool under pressure; doesn't show frustration or become defensive when faced with challenging or stressful situations; not knocked off balance by the unexpected; a settling influence with others.
Planning Agility: Accurately scopes & plans tasks during events. Anticipates event challenges and adjusts to reduce risk, liability and guest concerns.

BENEFITS

The Depot pays for all hosts to be TIPS and Autism certified.
Flexible schedule. Only work the shifts you want.