Sales & Services Coordinator

Job Title:

Sales & Services Coordinator Department:

Sales Reports To:

Director of Tourism and Strategic Alliances FLSA Status:

Non-Exempt Summary:

This administrative position assists the Sales Team with coordinating and executing all departmental tasks including data entry, communication with clients and partners, and anything else required to support the Sales team. Provides destination service assistance for groups in all markets. This position also assists other members of the VCB team with special projects as required.

Availability:

In the office Monday through Friday, 8:00 AM to 5:00 PM, with occasional in person evening work required for special events.

Duties and Responsibilities:

Provides service assistance to include off-site venue assistance by arranging tours; planning spouse, team building, golf or other programs; connecting clients with attractions and service partners; providing and delivering maps and brochures; and other services as required. Become proficient with all aspects of the Sales CMS/lead tracking and distribution system (iDSS). Respond to convention and travel trade clients requesting information and materials. Fulfill collateral requests, database entry and prepare and ship sales materials for trade shows and travel. Set up and maintain all monthly and annual Sales department reports Assists the Director of Tourism and Strategic Alliances with preparing the Sales department fiscal year budget and monitors Sales department budget and cash flow spreadsheet. Track and gather documentation for Sales team credit card expenditures; assist the Office Manager with data entry and details of expenditures into spreadsheet Complete administrative tasks associated with Group Closing Fund, Partner Report Cards, Group and Meeting Guide and Celebrate Guide; follow up with project leads to ensure proper execution. Maintain Cvent Microsite and Sales webpages on FHC site. Email partners quarterly for updated content and special offers (military packages/discounts, wedding packages, reunion packages, and group discounts). Attend and manage all Visit Florida Welcome Center Expos. Ship out all requests to AAA agencies and other destination inquiries. Maintain inventory of partner brochures. Inventory, track and maintain all tradeshow equipment, sales collateral materials, promotional items, and all other necessary items for Sales department operations. Assist in answering incoming calls and greeting walk-ins as needed. Assists the Sales Manager, and others as appropriate, in conducting Sales partner orientations by phone, video conference, or in person. Attend VCB Socials and other special events and assist with logistics as required. Assist with special projects and other duties as assigned.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Language Ability:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to draft reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions of managers, clients, customers, and the general public.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills:

To perform this job successfully, an individual is required to have advanced knowledge of Microsoft Office Suite, especially Microsoft Excel, Google Sheets, Google Docs, and Adobe Acrobat. Knowledge of iDSS and/or other CMS/lead tracking and distribution system is a plus.

Education/Experience:

Associate degree (A.A. / A.S.) or equivalent from two-year college or technical school; or two to four years related experience and/or training at a Sales Coordinator level; or equivalent combination of education and experience. Previous hospitality experience is preferred.

Certificates and Licenses:

Valid driver's license

Equipment Required:

Vehicle for occasional company related travel. Cell phone.

Knowledge, Skills, and Other Abilities:

Excellent word processing and data entry skills. Strong communication skills, both verbal and written. Strong organizational and time management skills. Ability to streamline multiple projects in a fast-paced environment. A strong team player with positive energy. Can operate a telephone system, computer, copier & mail meter.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee may need to ascend and descend stairs; stand; walk; sit; use hands; reach with hands and arms; climb or balance and talk or hear. The employee is frequently required to stoop, kneel, crouch or crawl and taste or smell. The employee may need to lift and/or move up to forty pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The employee is occasionally exposed to wet or humid conditions (non-weather); work near moving mechanical parts and fumes or airborne particles. The noise level in the work environment is usually moderate.

Pay:

$22.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Mileage reimbursement Paid time off Vision insurance

Work Location:

In person