Convention Sales Coordinator

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Full-Time Admin Support Denver, CO, US

26 days ago Requisition

Salary Range: $26.00 To $28.00 Hourly

Job Title:

Convention Sales Coordinator

Reports to:

Director of Convention Sales

Department:
Convention Operations

FLSA Classification:
Non-Exempt (Hourly)

Job Summary:

The Convention Sales Coordinator reports to the Director of Convention Sales. The Convention Sales Coordinator’s primary responsibility is to provide administrative support to assigned department staff in a variety of capacities. The capacities include, but are not limited to, preparation of various written communications, sales bid books, distribution of sales leads as needed, mail handling, events/meeting planning, telephone coverage, reporting, research, database management, and assisting with completion of specially assigned projects.

Supervisory Responsibilities:

• This position has no supervisory responsibilities.

Duties/Responsibilities:

• Support Visit Denver’s vision, mission, and values by exhibiting the following behaviors: excellence and competence, collaboration, innovation, respect, personalization, commitment to community, accountability, and ownership.
• Support Visit Denver’s efforts related to Diversity, Equity, and Inclusion (DEI).
• Accurately and efficiently prepare general correspondence, charts, tables, graphs, presentations, bid books, sales packets, etc. Proofread copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Collect sales leads/bid sheets, hotel bid responses, hotel block bid responses, etc. in a timely and professional manner.
• Administer and maintain department-related databases, project plans, and spreadsheets to track information and handle projects.
• Coordinate client site tours and itineraries. Track in-kind components of site tours.
• Respond to requests for information and follow up in a timely manner. Filter all routine and non-routine questions, email, visitors, and phone calls.
• Act as a liaison with other departments and external parties, including high-level staff, members, hotels, and current and potential clients.
• Coordinate all aspects of mailings including but not limited to material orders, preparation of mailing labels, stuffing envelopes, etc. Ensure customer information requests are filled in a timely manner.
• Prepare and distribute various weekly, monthly, quarterly, and annual internal and external reports within established deadlines as directed.
• Monitor inventory of sales-related publications and/or amenities; coordinate re-orders and deliveries.
• Coordinate aspects associated with weekly, monthly, quarterly, and annual activities/events/trade shows for assigned staff and guests.
• Create, maintain, and distribute various weekly, monthly, quarterly, and annual calendars for assigned staff as directed.
• Prepare and process expense reports, invoices, and check requests for assigned staff in a timely and accurate manner.
• Conduct various research projects as directed.
• Organize, maintain, and archive various departmental records.

Other duties:
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Required Skills/Abilities:

• Proficient technology application skills:
  Advanced Microsoft Office or Google Suite (word processing, spreadsheet, and presentation), email and general digital skills.
• Excellent command of the English language, oral and written.
• Effective interpersonal skills, maturity, good judgment, and capability of communicating in a professional manner with a diverse range of individuals.
• Efficient and proven organizational skills; ability to prioritize and manage multiple projects/responsibilities simultaneously while meeting stringent deadlines in a fast-paced environment; detail oriented.
• Resourceful problem-solving and follow-up skills.
• Proactive; solid analytical skills; detail…