Convention Sales Coordinator : Official Travel Source

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Convention Sales Coordinator

  • Louisville Tourism

Position Type:
  • Full Time

  • First

  • Conventions & Venues

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Application Deadline: 2023-10-31 14:48:52

POSITION SUMMARY: This position requires excellent oral & written communication skills, professionalism, understanding of sales methods, procedures, and techniques. The person in this position must interact well with hotels, clients, and convention facilities. This position is responsible for the following primary duties: Coordinate projects and special events; manage department calendar & scheduling internal and external meetings; perform administrative duties as assigned; prepare client bid books, site visit itineraries and book travel. Manage accounts in Simpleview and assist the sales team in scheduling meeting with hotel partners, arrange travel to include outbound and inbound air, hotel, and transportation. Assist Sr. Vice President with staff scheduling, deadlines and ensure the sales department runs smoothly. PRIMARY DUTIES AND RESPONSIBILITIES: Work with Sr. Vice President on creation and management of fiscal year budget and partnership agreement contracts for Convention Sales and maintain accurate data. Maintain accurate accounts in Simpleview (i.e., correct address, phone number, email and contact name, title). Create new accounts and documentation in Simpleview from MINT, Tradeshows and other industry resources (i.e. MPI, PCMA, ASAE, IMEX, CVENT, and IAEE) Assist Sr. Vice President, Directors in event planning with strong client and hotel communication. Scheduling in-person and virtual meetings with managers, outside partners and other departments via outlook. Provide post-meeting minutes where appropriate. Coordinate projects and special events including Sales Mission, Familiarization tours, Customer Advisory Council (CAC), Director of Sales Meeting, Site Visits, Hybrid meetings, etc. Assist with tradeshow management includes securing booth space, shipment of booth, booth supply shipment, booth catering orders, securing proper partner agreements & documentation. Schedule monthly meetings for the Hotel Downtown DOS community. Manage attendee invites and correspondence(internal/external) meeting agenda and documents, and room set-up, take meeting meetings. Welcome Wall creation for inbound clients, Management and support of administrative assistants, along with onboarding new convention sales assistants, scheduling back-up support amongst assistant team and helping with other duties as requested. Perform administrative duties including but not limited to travel, expense reports, tradeshow management, and office amenity inventory management. Assist the Sr. Vice President with projects and other duties as assigned. Light travel required; occasionally work and/or attend events during evenings & weekends. Assist the Sales Information Manager as needed with CVENT lead distribution, reports, and GM Communique. QUALIFICATIONS: Ability to effectively communicate and interact in a friendly, positive manner both internally and externally (e.g. hotels, clients, and convention facilities). Ability to work under pressure and meet deadlines. Event Coordination & Project Management experience. Computer knowledge (PowerPoint, Excel, Word, Publisher, Outlook etc.). An understanding of sales methods, procedures and techniques. Strong organizational skills, reliability, dependability, flexibility. Learn or possess knowledge of all Bureau departments. Previous experience interacting with clients & project management. Ability to multi-task and anticipate needs of managers, partners and clients.