Convention Sales Coordinator

Description

The Convention Sales Coordinator will provide administrative assistance and support to the convention sales department and National Account Executives. The coordinator will be responsible for ensuring timely and accurate reporting of all convention sales related data, production reports and on demand reports as requested, for both internal and external parties. Coordinator is also responsible for working with VP of Sales on all tradeshow scheduling, inputting all contacts pre & post tradeshow and building client profiles.

The coordinator must possess a unique and in-depth understanding of the customer relations management (CRM) technology, third party data and research, financial and contract tracking, as well as database management.

• Provide administrative assistance for National Account Executives and the department as assigned. Duties include assisting with producing and sending correspondence, sales leads, reports, preparing bids and bid packets, and processing purchase orders and other required documents and financial paperwork.
• Maintain sales department CRM database with timely data entry of status, hotel selection, and document flow to ensure accurate weekly and monthly reporting;
  Generate reports, searches and queries from the CRM and other sources as directed.
• Manage the document cycle of client agreements, including creation, distribution, and final receipt and execution of documents.
• Maintain electronic and hard copy files for the appropriate National Account Executives.
• Assist in coordinating & supporting the sales team with site tours scheduling and communication to partners involved in those tours.
• Assist with the coordination of site inspections, FAM tours, client meetings and events, and special events as needed, including itineraries, and other arrangements as requested.
• Assist managers with tradeshow preparations including exhibit and display materials, shipping, and other duties as assigned.
• Work with the marketing manager & national account executives on post-tradeshow duties to include updating CRM, coordination digital follow up communication & inputting appropriate traces into the CRM for the National Account Executives.
• Creating pre-tradeshow preparation binders, Entering all contacts attending the event in Simpleview,Research clients emails not provided for tradeshow communication.
• Creating client profile sheets for all tradeshow client meetings, FAMs, and events held in Milwaukee.
• Entering all post-tradeshow notes into each profile in Simpleview.
• Creating follow-up traces for all managers in order to regulate all post-show communication and follow-up with clients, Scan RFPs received from trade shows to be distributed correctly to sales managers in order to enter leads in Simpleview
• Communicate with both Pittsburgh and Portland in order to handle any 3 City Collective raffles and prizes post-show / Enter any business card contacts we receive through trade shows.
• Purchasing any last-minute items for trade shows/events/client packages.
• Support the sales team with the registration and other day of coordination items as needed to help implement FAMS and Advisory Council meetings. (and Group Tour).
• Assist National Account Executives with special projects as requested, including assisting managers while out of office.
• Expedite meeting planner materials and collateral requests.
• Participate in department meetings, including scheduling, attendance, document preparation and set-up, and taking minutes.
• Provide back-up administrative support & reporting responsibilities to other Sales Coordinators.
• Staff reception area on an as needed basis.
• General administrative support to include shipping when needed.
• Visiting partners to pick up supplies for sales missions, industry events, sales calls, etc.
• Other duties as assigned.

• Associate’s or two-year degree or higher in a related field required, or
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the…