Sales and Marketing Coordinator

Basic Function The Sales & Marketing Coordinator is responsible for the coordination, fulfillment, execution, and reporting of group sales, birthday parties, special events, and assigned marketing initiatives at Wet'n'Wild Hawaii. This position serves as a central connection between Sales, Marketing, Admissions, Food & Beverage, Operations, Aquatics, Park Services, and external partners to ensure that booked business is accurately fulfilled and delivered according to established commitments.

The Coordinator manages post-sale client communications, event planning, internal resource requests, ticket and product fulfillment, event execution, and post-event reporting. The position also creates digital marketing content, supports social media and website initiatives, and assists with business development efforts.

The role requires strong organizational skills, technical proficiency, independent decision-making, and the ability to manage multiple projects and deadlines while maintaining excellent customer service.

Essential Duties and Responsibilities

1. Social Media, Creative & Digital Marketing Develop, create, and coordinate original and engaging social media content, including photography, short-form video, promotional graphics, captions, and event-related content. Support the execution of organic social media calendars, promotional campaigns, special event announcements, and community engagement initiatives. Capture and organize park photography and video assets for ongoing marketing use. Create and update website graphics, digital promotional materials, event flyers, and other assigned marketing assets. Utilize Adobe Photoshop, Adobe Creative Cloud, and approved design platforms to produce brand-consistent creative. Monitor social media trends and identify opportunities to strengthen park visibility, engagement, and promotional effectiveness. Maintain organized digital asset libraries and assist with tracking campaign and content performance. Coordinate with the Sales & Marketing Manager to ensure all promotional materials communicate accurate information and follow established brand guidelines.
2. Group Sales & Post-Sale Client Management Assume responsibility for coordinating the post-sale process following the handoff of confirmed group bookings and contractual commitments. Serve as a primary operational contact for assigned clients to confirm schedules, attendance, event requirements, and logistical arrangements. Maintain accurate records of group reservations, commitments, and client communications within the CRM and applicable systems. Coordinate group itineraries, arrival instructions, check-in procedures, catering requirements, reserved spaces, and special requests. Manage group calendars and scheduling details to prevent conflicts and maintain accurate operational visibility. Ensure all relevant departments receive timely, accurate information necessary to fulfill group commitments. Identify potential service or operational issues and coordinate appropriate solutions, escalating matters when necessary. Support additional client follow-up and relationship management as directed by the Sales & Marketing Manager.
3. Ticket Fulfillment, POS & Product Configuration Process, organize, and fulfill group ticket orders, birthday packages, event admissions, and assigned promotional offers. Build, configure, and maintain authorized PLUs, ticket products, promotional offer codes, and related inventory or sales items within applicable ticketing and POS systems. Validate pricing, quantities, redemption requirements, product availability, and offer functionality before implementation. Coordinate with Admissions, Finance, and other departments to ensure fulfillment accuracy. Maintain accurate fulfillment documentation and resolve ticketing discrepancies. Track fulfillment status and confirm that orders and event requirements are completed by established deadlines. Support ticket reconciliation, redemption reporting, and associated sales documentation.
4. Special Events, Group Events & Birthday Party Execution Coordinate the operational execution of booked group events, corporate outings, birthday parties, sponsorship activations, and special events. Develop and maintain event checklists, run-of-show documents, schedules, staffing requirements, and department communication materials. Oversee event setup, guest arrival, check-in, scheduled activities, service delivery, and event closeout. Formally supervise birthday party hosts, including daily work assignments, schedule coordination, performance expectations, coaching, and service standards, within assigned supervisory authority. Coordinate with Food & Beverage, Admissions, Aquatics, Operations, Park Services, Security, and third-party vendors. Monitor event execution to ensure commitments are fulfilled and service quality is maintained. Resolve day-of operational challenges and escalate significant guest service, safety, or contractual concerns. Ensure event areas, supplies, equipment, and assigned resources are properly prepared, maintained, and returned following use.
5. Internal Requests & Resource Management Act as a central coordination point for internal departmental requests associated with group business and special events. Prepare, communicate, and monitor resource requests for catering spaces, birthday areas, group check-in locations, attractions, signage, supplies, and reserved event spaces. Coordinate assigned digital resources, including pre-visit communications, ticketing instructions, promotional materials, and post-visit reconciliation. Manage requests involving ticket codes, online products, cabanas, vouchers, and other approved offerings. Coordinate vendor requirements, including entertainment, production, rentals, and sponsorship-related resources as assigned. Track event supplies such as wristbands, giveaways, signage, and birthday party materials. Maintain reservation and resource calendars to support cabanas, birthday parties, catering spaces, buyouts, and other assigned bookings. Ensure departments receive adequate notice of requirements and follow through on assigned deliverables.
6. Reporting, Reconciliation & Administrative Accountability Complete event closeouts and prepare accurate recaps documenting attendance, ticket fulfillment, operational outcomes, and guest feedback. Maintain walk-up reporting and other assigned sales and attendance records. Reconcile group attendance, ticket orders, redemptions, and related fulfillment records. Track event-related operational issues, resource usage, and outstanding follow-up items. Provide timely reporting to the Sales & Marketing Manager on assigned events, sales fulfillment, and departmental activities. Maintain accurate documentation using CRM, Microsoft 365, POS, and departmental reporting systems. Identify opportunities to improve execution efficiency, reduce errors, strengthen client satisfaction, and streamline departmental communication. Support business development activities, including sales materials, outreach preparation, follow-up communications, and new business initiatives as assigned. Required Knowledge, Skills & Qualifications Technical Competencies Working knowledge of Customer Relationship Management (CRM) systems, including customer record maintenance, activity tracking, and follow-up processes. Familiarity with point-of-sale (POS) systems, ticketing platforms, product configuration, and promotional offer codes. Proficiency with Microsoft 365, particularly Outlook, Excel, Word, PowerPoint, Teams, and shared calendars. Experience with Adobe Photoshop and Adobe Creative Cloud or comparable professional design applications. Familiarity with social media platforms, content creation, digital marketing, and website creative management. Ability to prepare reports, organize operational data, and maintain accurate digital records. Sales & Operational Competencies Understanding of group sales, customer service, sales fulfillment, and event coordination. Strong planning, scheduling, and time management skills. Ability to manage multiple bookings, projects, and deadlines simultaneously. Excellent written and verbal communication skills. Ability to coordinate effectively across departments and with external partners. Ability to supervise, direct, and coach assigned birthday party hosts. Strong attention to detail, particularly with order fulfillment, ticketing, and reporting. Ability to work independently, anticipate operational needs, and resolve problems efficiently. Professional judgment when handling client concerns, sales information, and sensitive business matters. Additional Requirements High school diploma or equivalent required. Previous experience in sales, marketing, hospitality, events, attractions, or customer service preferred. Familiarity with amusement parks, waterparks, or high-volume guest operations preferred. Ability to work flexible schedules, including weekends, evenings, holidays, and peak operational periods. Ability to work in both office and outdoor park environments. Must satisfy applicable company employment, safety, training, and job-related requirements.