Convention Sales Coordinator

POSITION SUMMARY:

The Convention Sales Coordinator will provide administrative assistance and support to the convention sales department and National Account Executives. The coordinator will be responsible for ensuring timely and accurate reporting of all convention sales related data, production reports and on demand reports as requested, for both internal and external parties. Coordinator is also responsible for working with VP of Sales on all tradeshow scheduling, inputting all contacts pre & post tradeshow and building client profiles. The coordinator must possess a unique and in-depth understanding of the customer relations management (CRM) technology, third party data and research, financial and contract tracking, as well as database management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Provide administrative assistance for National Account Executives and the department as assigned. Duties include assisting with producing and sending correspondence, sales leads, reports, preparing bids and bid packets, and processing purchase orders and other required documents and financial paperwork.
• Maintain sales department CRM database with timely data entry of status, hotel selection, and document flow to ensure accurate weekly and monthly reporting; Generate reports, searches and queries from the CRM and other sources as directed.
• Manage the document cycle of client agreements, including creation, distribution, and final receipt and execution of documents.
• Maintain electronic and hard copy files for the appropriate National Account Executives.
• Assist in coordinating & supporting the sales team with site tours scheduling and communication to partners involved in those tours.
• Assist with the coordination of site inspections, FAM tours, client meetings and events, and special events as needed, including itineraries, and other arrangements as requested.
• Assist managers with tradeshow preparations including exhibit and display materials, shipping, and other duties as assigned.
• Work with the marketing manager & national account executives on post-tradeshow duties to include updating CRM, coordination digital follow up communication & inputting appropriate traces into the CRM for the National Account Executives.
• Creating pre-tradeshow preparation binders, Entering all contacts attending the event in Simpleview, Research clients emails not provided for tradeshow communication.
• Creating client profile sheets for all tradeshow client meetings, FAMs, and events held in Milwaukee.
• Entering all post-tradeshow notes into each profile in Simpleview.
• Creating follow-up traces for all managers in order to regulate all post-show communication and follow-up with clients, Scan RFPs received from tradeshows to be distributed correctly to sales managers in order to enter leads in Simpleview
• Communicate with both Pittsburgh and Portland in order to handle any 3 City Collective raffles and prizes post-show / Enter any business card contacts we receive through tradeshows.
• Purchasing any last-minute items for tradeshows/events/client packages.
• Support the sales team with the registration and other day of coordination items as needed to help implement FAMS and Advisory Council meetings. (and Group Tour).
• Assist National Account Executives with special projects as requested, including assisting managers while out of office.
• Expedite meeting planner materials and collateral requests.
• Participate in department meetings, including scheduling, attendance, document preparation and set-up, and taking minutes.
• Provide back-up administrative support & reporting responsibilities to other Sales Coordinators.
• Staff reception area on an as needed basis.
• General administrative support to include shipping when needed.
• Visiting partners to pick up supplies for sales missions, industry events, sales calls, etc.
• Other duties as assigned.

Requirements

QUALIFICATIONS: 

Required education and experience:

• Associate’s or two-year degree or higher in a related field required, or
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties.
• A minimum of three years’ experience in an office environment, preferably in a sales department or the hospitality industry.

Required skills, knowledge and abilities:

• Exceptional written and verbal communication skills; ability to write, speak, present and represent the company in a concise and professional manner.
• Strong organizational skills, ability to handle multiple projects, priorities and deadlines with minimal supervision and a keen attention to detail. Accomplish assignments in a through and timely manner.
• Advanced computer experience including MS Office applications, with a minimum of two years’ experience with Outlook and Excel required. Must have experience working with databases and CRMs.
• A strong desire for accuracy, a concern for detail, and an exceptional amount of self- motivation and work ethic.
• Strong commitment to diversity and inclusivity in the workplace.
• Ability to present to diverse audiences, specifically, racially, ethnically, and socioeconomically diverse communities.
• Contribute to a supportive team-oriented environment.
• Must possess a positive attitude and professional demeanor, tact and judgment in dealing with many internal and external customers.
• Ability to follow direction.
• A strong desire to excel and a drive to pursue professional development.
• Attend industry training and events as appropriate. Represent VISIT Milwaukee at events as needed.
• Ability to travel by air and personal vehicle. Must possess a valid driver’s license.

Physical Requirements:

• Ability to sit at desk, operate computer keyboard and view computer screen for six to eight hours per day.
• Must be able to hear and converse via telephone and in person.
• Must be able to bend and stretch to reach file drawers.
• May be required to lift boxes and small equipment up to 50 pounds in weight.
• Must be able to stand and/or walk for extended periods of time.
• This position requires travel by business auto, personal auto, and airplane.
• Candidates must possess a valid U.S. Driver’s License.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Important: Due to the volume of applications, we are unable to contact every applicant. If you do not hear from us, it means that we have moved forward with another candidate who more closely meets the qualifications for the position.

Please submit your application through our Paylocity online system, including your cover letter and resume.

Visit Milwaukee is proud to be an equal opportunity employer.