Sales Coordinator

Dallas TX
30+ days ago

Job Description

Position: Sales CoordinatorDepartment: SalesDirect Report: Assistant Director, Sales Administration indirectly to assigned sales personnelABOUT VisitDallas

VisitDallas is an independent, not-for-profit organization comprised of professionals serving as the sales and marketing arm for Dallas. Our mission is to promote Dallas as the ideal business and leisure destination to the regional, national, and international marketplace, and to favorably impact the Dallas economy through conventions and tourism. Our efforts have significantly increased awareness of Dallas locally, nationally, and internationally, and have resulted in Dallas being recognized as one of the top convention destinations in the nation and the number one visitor destination in the state of Texas. SCOPE

The sales coordinator will support multiple managers/execs and provide administrative assistance in a fast-paced workplace as well as other assigned tasks delegated by the assistant director of sales administration and sales staff leadership. DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS:
  • Answer, screen and/or handle incoming telephone calls and emails efficiently and diplomatically with a positive attitude and pleasant personality.
  • Coordinate meetings and activities within the sales division including weekly sales meetings and any other meetings on behalf of the division as directed. Prepare agendas, handouts and documents as necessary. Compile and distribute meeting minutes along with follow-up action items.
  • Effectively communicate with meeting presenters regarding their meeting needs, e.g. power, audio/visual, computer, presentations, collaborating with VisitDallas IT Director as necessary regarding technical needs and meeting set up.
  • Correspond with hotels to collect contracts and accurately enter room blocks in leads; build excel hotel grids and ensure all definite bookings are accurate.
  • Accurately enter leads and distribute to hotel partners on behalf of sales personnel.
  • Assist with CVENT platform as needed.
  • Assist sales personnel in creating and compiling bid book presentations to include but not limited to formal proposals, hotel responses, Letters of Agreement, and Kay Bailey Hutchison Convention Center Dallas (KBHCCD) proposals and floorplans for clients as needed in both soft and hard copies.
    • Aid events team as necessary with data entry of site inspections/agendas, collateral for clients, gift acquisition, arranging transportation, hotel reservations and flights for clients, booking restaurant reservations and securing and confirming appointments scheduled by the appropriate manager.
  • Learn and become proficient with online/cloud-based programs and software such as but not limited to GoToMeeting, Zoom Video Conferencing, Dropbox, Office 365, OneDrive, My Emma, Formstack, CloserConnect, Threshold 360 and Adobe Sign.
  • Monitor purchase orders and ensure orders are completed on time and with proper coding.
    • Assist with ensuring that Partners are invoiced for any agreements to partner with VisitDallas at sales events to include follow through on payments.
  • Assist as needed with obtaining records and receipts for expense reports for managers.
  • Assist as requested by managers to update individual budget worksheets.
  • Assist in Bureau special projects/events to include but not limited to familiarization tours, client/special events, sales calls/blitzes and tradeshows. Prepare sales kits, send invitations, manage RSVP list, partner list, name badges, budget and follow up correspondence.
  • Effectively use Simpleview CRM platform to generate reports, searches, and update data. Create, proof, edit, and deliver flawless documents and departmental communications to external and internal stakeholders as well as presentations for VisitDallas Sales Division to ensure all documents are in alignment with the VisitDallas brand standards.
  • Obtain and organize needed sales marketing pieces from third-party entities as directed by supervisors and maintain an organized filing system within the sales common digital folder to ensure correct and current data is maintained.
  • Distribute sales division incoming mail promptly.
  • Assist with business related travel arrangements, reservations, client gift acquisition and meeting scheduling as requested.
  • Cross-train with sales administrative team and provide support on special projects when needed and with manager’s approval.
  • Provide assistance to other divisions on special projects as needed and with manager’s approval.
  • Ensure all accuracy of department outputs by asking detailed questions regarding any task or assignment.
  • Reception duty and any other duties as assigned.
EDUCATION AND/OR EXPERIENCE:
  • Bachelor Degree preferred
  • Minimum three years’ exposure to general business, with at least one year directly related to sales
KNOWLEDGE, SKILLS AND ABILITIES:
  • High level of computer skills and office procedures
  • High level of confidence in use of Microsoft Office Suite.
  • Candidate must be proactive and possess strong communication skills.
  • Basic knowledge of accounting and budget procedures.
  • Background in quick comprehension and volume work load.
  • Ability to work in a fast-paced environment.
  • Must possess good organizational skills.
  • Must have strong interpersonal communication skills when dealing with clients and members.
  • Be able to work independently with initiative.
  • It is necessary for the candidate to comprehend instructions and follow through without assistance and/or supervision.
  • Be able to set priorities in order to see that tasks are handled correctly and efficiently
WORK ENVIRONMENT:
  • Position functions in an office environment
The above information in this job description has been designed to indicate the general nature and level of work performance by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employee assign to this job.

Source

https://www.indeed.com/jobs

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