Position Title: Convention Sales Coordinator
Position Reports To: Sr. Director &
Department: Convention Sales
Date: June 2017
Visit Anaheim’s mission is to develop, market and sell Anaheim to benefit the economic vitality of our communities.
The Sales Coordinator will support all functions and advance the overall goals of the Sales Department by performing a variety of duties including partner requests, sales leads and bookings follow-up, administrative support to assigned Sales Managers & Directors and special sales projects. The coordinator will work in cooperation and professionally with member community, the Anaheim Convention Center staff, the public at large, and clients when directed by assigned manager/director.
I. Primary Duties and Responsibilities
Under the direction of , responsibilities will include but will not be limited to:
Ability to perform administrative duties with attention to detail, speed, accuracy, follow-through, professionally and on deadlines.
Ability to communicate clearly and proficiently with sales director(s) on sales accounts and assigned projects/duties.
Support assigned sales director(s) with all correspondence to include e-mails, sales proposals, presentations, letters, and reports, as well as manage partner communications on tentative group updates and group bookings with Sales Director(s).
Check in daily with Manager/Directors to prioritize assigned tasks, review pending items, discuss training topics etc. Be proactive and anticipate Directors needs for bids, proposals, and daily duties.
Extensive computer knowledge in Microsoft Office suite of products, sales and/or client database management and internet/web researching. Required to learn and utilize sales database to log all sales activities.
Data research on new, existing or potential accounts for sales database.
Processing all booking documentation and check for accuracy and fulfillment.
Obtaining history, signed hotel contracts and other documentation as directed by sales manager/director.
Database maintenance to ensure accuracy of accounts, leads, bookings (address, contacts, history/futures, etc), with accompanying documentation
Enter leads/bookings into CRM for sales director/manager as requested, and assist with lead distribution to partners, as well as receiving, filtering, and recording all responses into the database.
Serve as primary initial sales office contact for all partner hotel inquiries, as well as field outside sales inquiries via phone and email.
Assist with coordination of site inspections, completion of ACC Site request forms & site itineraries.
Manage content and formatting of digital and print sales templates and material (Proposals, PPT presentations, marketing pieces and site visit booklets).
Serve as primary sales administrators in MINT, Cvent, Hoovers, StarCite and other RFP distribution channels.
Assist sales directors in completing monthly expense reports on Concur Travel website.
Assist with training and onboarding of new employees within the sales department.
Occasionally represent the sales department within internal meetings, communicate with and sometimes train Sales Department personnel according to new policies and procedures.
Ability to work in an office environment where the majority of work performed will be at a desk area over a typical eight-hour shift.
Perform other duties as assigned.
Limited exposure to confidential information given
- Mental Application
Ability to concentrate on tasks for long periods of time. Capable of performing several tasks simultaneously. Competent to present information, answer questions, talk informatively. Attention to detail required.Direct contact with general public.Ability to meet deadlines.
To the extent to which an error in judgment on the job would result in loss of time, expense, or public/employee goodwill would be projects or correspondence that are processed on a strict deadline.
- Contacts – Internal and Public
A friendly personality and ability to be tactful, discreet, circumspect, and informed is required to interact with staff, Members, and the general public inside and outside the office.
- Magnitude and Scope
This type of expenditure is not required in this position.
Ill. Conditions and Equipment
A. Working Conditions
Basic office equipment, no natural lighting in work area, high traffic work areas and corridors.
B. Equipment Operation
Telephone, trade show booth set-up, computer (Microsoft Office- Word, Excel, PowerPoint, database, spreadsheets…), fax machine, copy machine, laser printer, e-mail, and the internet.
Required: High school diploma or GED.
Preferred: Some college (business courses).
Required: Minimum of 3 years hospitality industry experience.
Preferred: Sales or sales assistant experience.
Required: Excellent communication skills, both oral and written presentations and business correspondence, ability to perform multiple tasks and simultaneous projects and accounts, with a high level of professionalism.
Preferred: P/C and/or Mac computer knowledge (keyboard and software programs – Simpleview/Sales Pro, Excel, PowerPoint, and Microsoft Word), knowledge of related industry associations and trade shows and meetings.
V. Reasonable Accommodations
A. Physical Activity
1. Ability to frequently stand, walk, and/or sit.
2. Ability to occasionally lift, carry, push, and/or pull approximately 30 pounds.
3. Ability to frequently climb stairs.
4. Ability to frequently reach for any and all objects required to perform his/her job functions.
5. Ability to set-up booths at trade shows.
6. Ability to perform site inspections at hotels and attractions.
7. Ability to travel via all modes of transportation, i.e. air, auto, boat, train.
B. Use Of Senses
1. Ability to properly converse in ordinary conversation and over the v telephone.
2. Ability to hear an ordinary conversation.
3. An ability of good vision, i.e. able to see both near and farsighted objects, depth perception, color vision, and field vision.
C. Environmental Conditions
- Ability to constantly work indoors.
- Never work in high (85+ degrees) or low (50- degrees) temperatures, wet and/or high humidity, sudden temperature change, high level of noises or vibrations, or any mechanical, electrical, burns, explosive or radiant energy hazards.
D. Atmospheric Conditions
1. Occasionally work with or around fumes, odors, dust, mists, smoke, gases, or poor ventilation.
E. Cognitive Requirements
1. Frequently perform math and calculation functions.
2. Constantly perform problem-solving, formulations, reading, proofreading, reasoning, and analyzing functions.
The physical demands 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.
The work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. The work environment is a professional business office.
A consistent and reliable presence at work is necessary.