POSITION: Sales Administrative Coordinator

SUPPORTED BY: VICE PRESIDENT OF CONVENTION & LEISURE SALES

EDUCATION/EXPERIENCE: College Degree preferred, however some college accepted. Hospitality experience preferred. Computer Skills including Microsoft Office Suite, Excel, and CRM applications required.  Must possess excellent time management skills and the ability to create spreadsheets, reports and organize data proficiently. Experience in the ability to multitask, prioritize, follow up on assignments, and strong organizational skills are imperative.

POSITION SUMMARY: The Sales Administrative Coordinator assists with the administrative and operational efforts of the Convention and Leisure Sales Department to facilitate support provided to conventions, meetings, and groups visiting the destination. This position also performs other duties relating to event logistics, project coordination, reporting, and scheduling in the sales departments. This position requires excellent written communication and verbal skills.  Must be able to take direction and perform administrative efforts with minimal supervision.

DAILY ACTIVITIES

Coordinate and manage the day-to-day administrative functions of the sales department.

Assures Sales Department follows the customer relationship management system (CRM) sales procedures throughout the process of booking events and meetings. Review Sales Department's bookings via the trace process using the CRM system. Maintain and update the CRM system with accurate client information, activity tracking, and sales metrics.

Must be or become proficient in usage of the CRM and be committed to training webinars and attending advanced classes, pending budget approval.

Prepares and sends welcome and thank you letters to meeting/convention planners and group tour operators.

Manage client’s incentive funding processing including Marketing Funds and Visit Mobile offered incentives.

Manage all invoices for the Sales department and assist V.P. of Convention and Leisure Sales with timely processing of all invoices and credit card expenses.

Attend various meetings as needed for the Sales Department.

Ability to work a flexible schedule that at times may include after-hours/weekend events.

Assists Destination Services and overall efforts to support Visit Mobile as needed including assuming other responsibilities as requested by management.

SALES DEPARTMENT SUPPORT

Manage all necessary logistics and procedures to maintain industry memberships and registrations as well as the trade show calendar.

Assists in planning and coordination of functions and special events such as Director of Sales meetings, FAM Tours, Site Visits, and other meetings.

Assists coordinating with the Marketing team on Sales Related Marketing activities. I.E. Social media, Newsletters, 3^rd party online listings, convention, and group tour marketing activities.

Assist in coordinating with the Marketing Department in preparing presentations to be used by the Sales Managers. Including taking directions from others, generating charts, graphics, and content to get general ideas of presentation across in a clear, concise manner.

Assist with preparation of proposals, when requested by sales managers or Vice President of Sales for potential clients.

Conducts research on potential clients, including meeting planners, corporate travel planners, and other tourism professionals, to support the team’s lead generation efforts using Mint, Knowland, CRM, and web-site research efforts under the direction of sales team and VP of Convention and Leisure Sales.

Support sales managers in managing leads, including tracking decision-making dates, proposals, contracts, and client communications.

REPORTS

Manages records relating to sales activities of the department including, but not limited to, leads, lost business, definite bookings, cancellations, waivers, incentives and booking acknowledgements in a in CRM system and Definite binder.

Provides tentative and definite reports, production reports, pace report, annual sales pipeline, monthly sales pace and production report.

Generate and analyze regular reports on sales activities, lead status, and key performance metrics. Performs follow-up and completion on reports.

Assist with Group Tour sales data in CRM and data sent to Visit Mobile partners. Collects Groups Tour data from attractions and hotels on monthly basis.

Generates the convention calendar for the partnership department and other CRM reports as requested

PHYSICAL DEMANDS/WORK ENVIRONMENT:

Continuously required to hear and respond to verbal cues, and to see and respond to visual cues.

Each shift requires a mix of light bending, walking, standing, and sitting, as well as moderate lifting up to 30 lbs.

This position may require the need to be exposed to moderate to high levels of noise, temperature fluctuations dependent on outdoor weather, and high levels of contact with the public.

Please send your cover letter and resume to Tom White (V.P. of Convention & Leisure Sales) twhite@mobile.org Deadline to apply is 1/20/24.