Convention Sales Coordinator

At MECA, we are proud to manage CHI Health Center, Charles Schwab Field and The RiverFront. They serve as hubs for innovation, collaboration and community engagement. Each space is thoughtfully designed to support artists, host dynamic events and foster connections across diverse fields. Our team is dedicated to ensuring that every facility remains a vibrant and welcoming environment where talent can flourish, and ideas can come to life. Position Summary The Convention Sales Coordinator will provide comprehensive administrative and marketing support to the Convention Sales team at CHI Health Center Omaha. This role supports sales initiatives, coordinates marketing efforts, and ensures efficient day-to-day operations while delivering exceptional service to clients and internal teams. Essential Duties and Responsibilities

• -Deliver high-level administrative support to the Vice President of Convention Sales and the broader sales team, including proofreading documents, coordinate advertising efforts, and processing purchase orders. Maintain a strong focus on accuracy, organization, and responsiveness in a fast-paced environment.
• -Contributes to the development and execution of marketing materials including website and collateral pieces.
• -Research, source, and manage client gifts and promotional items from concept through fulfillment, with an emphasis on creativity and brand alignment.
• -Maintain and update listings, photos, and content for CHI Health Center Omaha across wedding and event planning platforms.
• -Oversee and organize the department's inventory of photos and marketing materials. Coordinate with photographers to capture event imagery and ensure all branding elements remain accurate and up to date.
• -Compile and distribute the weekly events calendar to internal teams and external partners.
• -Support the contract process by preparing License Agreements, Exhibit A, and additional contract documents with a high degree of accuracy.
• -Administer post-event surveys, ensuring timely distribution, accurate data collection, and reporting. Generate reports as needed.
• -Manage incoming calls, directing inquiries to the appropriate Sales Manager while providing accurate information and message handling.
• -Provide daily administrative support, scheduling meetings, preparing correspondence, and maintaining sales team calendars with all booked events.
• -Prepare and assemble marketing collateral for site visits and external sales calls.
• -Maintain proficiency in the Momentus system, ensuring accurate and up-to-date information is entered correctly.
• -Record actual expenses to ensure budget is followed appropriately for fiscal year including entry of sales-related expenses and purchase orders.
• -Assist with on-site support for conventions, site visits, and client appreciation events as needed.
• -Support the preparation of bid proposals by compiling booking details and creating professional proposal documents.
• -Prepare Board information monthly for VP of Convention Center Sales & Marketing with supporting documentation.
• -Perform additional duties and responsibilities as assigned. Qualification Requirements
• -High school diploma or GED
• -At least three (3) years of related experience in hospitality, events, sales, or customer service, or an equivalent combination of education, training & experience.
• -Ability to effectively perform all essential job responsibilities in a professional, organized and timely manner.
• -Demonstrates ability to work successfully both independently and as part of a collaborative team environment.
• -Excellent verbal and written communication skills with the ability to communicate clearly and professionally with managers, clients, customers and the public.
• -Ability to confidently respond to questions, present information effectively, and build positive working relationships with a variety of audiences. Competencies
• -Customer Service - Provide responsive, high-quality support to clients, and internal teams; professionally manages challenging or sensitive situations; follows through on requests and consistently delivers on commitments.
• -Interpersonal Skills - Build positive working relationships across departments and with external stakeholders; approaches conflict constructively; maintains confidentiality; actively listens and remains open to feedback and new ideas.
• -Written Communication - Produce clear, professional, and audience-appropriate written materials; ensures accuracy in spelling and grammar; effectively interprets and communicates written information.
• -Business Acumen - Demonstrate an understanding of how daily tasks support revenue generation and departmental goals; aligns work with broader sales & marketing strategies.
• -Financial Awareness - Support budget-conscious decision-making; identifies opportunities for efficiency.
• -Diversity & Inclusion - Promote an inclusive environment by respecting diverse perspectives and adhering to equal opportunity principles.
• -Ethics & Integrity - Act with professionalism and honesty; honors commitments; builds trust with clients and colleagues; upholds organizational values.
• -Organizational Support - Adhere to policies and procedures; completes administrative responsibilities accurately and on time; supports departmental and organizational objectives.
• -Planning & Organization - Effectively prioritizes multiple projects and deadlines; manages time efficiently; supports the execution of sales & marketing initiatives with strong attention to detail.
• -Professionalism - Communicate with tact and diplomacy; maintains composure in fast-paced or high-pressure situations; demonstrate accountability and reliability in all interactions.
• -Safety & Security - Follow established safety protocols; reports concerns promptly; ensures proper use of materials and equipment.
• -Adaptability - Remain flexible in a dynamic environment; adjusts to shifting priorities, deadlines, and event needs; embraces change with a solutions-oriented mindset.
• -Attendance & Reliability - Maintain consistent attendance and punctuality; ensures responsibilities are managed effectively during absences.
• -Dependability - Take ownership of assigned tasks; follows direction; meets deadlines; communicates proactively if challenges arise and proposes solutions

Mathematical Skills:

Ability to complete basic mathematical calculations and interpret standard business-related information and reports.

Reasoning Ability:

Ability to follow detailed written and verbal instructions while using sound judgment and maintaining professionalism in a fast-paced environment. Ability to manage multiple priorities, problem-solve effectively, and adapt to changing situations and business needs.

Computer Skills:

Proficiency in Microsoft Office applications including Outlook, Excel, Word, and PowerPoint. Experience with CRM systems, event management software, or venue booking platforms preferred.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this role, the employee is regularly required to stand, walk, sit, and use hands to handle or operate objects, tools, or controls. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job is performed in an office environment. The noise level in the work environment is usually quiet.