Sales Administrative Coordinator

Position Summary

The Sales Administrative Coordinator provides administrative support to the Destination Sales team. Responsibilities include creating bid proposals, coordinating tradeshow and travel logistics, preparing site visit itineraries, and performing administrative tasks to support the sales process.

• Communicate with clients, hotel partners, and event venues to provide support in the absence of Sales Managers and maintain progress on bookings
• Serve as the primary contact for sales inquiries generating 50 room nights or fewer, as assigned
• Maintain accurate records in the CRM system, including account updates, activity tracking, meeting profiles, and lead distribution
• Assist with compiling bid proposals, including gathering event history and preparing proposal materials for Sales Managers
• Create and coordinate sales and marketing materials, including presentations, digital collateral, invitations, signage, and related materials
• Assist with tradeshow logistics, including travel arrangements, registrations, scheduling, and shipment of materials
• Coordinate and support sales missions, trade shows, and in-market events, including on-site support and partner coordination
• Maintain project tracking tools and monitor assigned tasks
• Support the Vice President of Sales with tracking project and partnership activity in the CRM system
• Assist with calendar management, sales follow-up, and client research as needed
• Serve as a liaison between Sales Managers and internal and external partners
• Maintain tradeshow schedules and assist with budget tracking
• Provide administrative support and assist other team members as needed

• High school diploma or GED required; associate degree preferred
• Minimum of 2 years of hospitality industry experience, preferably in a CVB or hotel environment
• Strong written and verbal communication skills demonstrated through professional interactions with clients, partners, and suppliers
• Demonstrated experience managing multiple priorities and meeting deadlines in a fast-paced environment
• Experience supporting administrative or sales coordination functions, including scheduling, logistics, or client support
• Demonstrated experience maintaining accurate records and tracking activity in a database or system using Microsoft Office, CRM systems, and project management tools

• Hybrid Work Life - ability to work a hybrid schedule which is a blend of in the office and remote work, but must reside in the Richmond Region
• Medical, Dental and Vision Insurance
• Life Insurance
• Short-term and Long-term Disability Insurance
• 401(K) with Company Match
• Direct Deposit
• Bereavement Leave
• Parental Leave
• Paid Holidays
• Paid Jury Duty
• Paid Parking (downtown Richmond location)
• Vacation and Sick Time
• Health Savings Account
• Flexible Spending Account

The organization is committed to the principle of Equal Employment Opportunity (“EEO”) and to providing a work environment free from bias, discrimination, or harassment.