Event Sales Coordinator

Event Sales Coordinator

Applicants must be based in the Orlando area for this role and be able to attend events, client meetings, site inspections, etc. in person. This role is hybrid and will allow, on average, 2 days working in an office and 3 days working from home.

PRA is the market-leading business event management firm, delivering unique experiences that move hearts, minds and businesses forward. Blending Passion, Reach and Authenticity, PRA works collaboratively with clients to craft creative, multi-sensory attendee journeys to leave a lasting impression.

The Sales Coordinator will be responsible for supporting the Sales team. Duties include, but are not limited to, relationship management support, logistics support for client and hotel partner events, site inspection coordination, marketing material support, on-site event coordination, general office support, and more.

• Support with logistics and planning of site inspections and coordinate all supplier partner details, costs, and site reconciliations as well as supplier follow up post-site.
• Advance, attend and support site inspections as needed.
• Coordinate client gifts and collateral for site inspections, planning visits, and program operations.
• Plan and coordinate hotel drops/visits and hosted events, including purchasing and assembling custom gifting.
• Update hotel presentations as needed and keep marketing assets current (custom Destination Overviews, site catalog, restaurant guides, etc.).
• Assist with hotel partner follow up and ensure the deployment list is accurate and updated.
• Support client proposals by pulling standard offerings as requested and needed to assist the sales team.
• Review client proposals against RFPs as interim step prior to RSM reviewing and sending (final review done by Sales Manager/Director) as needed.
• Support logistics for key account and hotel FAMS and hosted events.
• Support logistics for VIP client arrangements/personal requests/trips.
• Administrative support to include maintaining client and hotel information and deployment, running custom sales reports to support with prospecting efforts, etc.
• Support the sales team on client calls by taking notes when appropriate or needed.
• Support the sales team with client communication via phone or email, as well as support the sales process with the internal XD team, when sales team is traveling or not available to respond.
• Work alongside the sales and XD teams to develop new products to offer to clients and update boiler plates as needed.
• Administrative tasks may include updating master sales calendar, document creation such as a letter of intent or similar, maintaining client amenity inventory, and more.
• Support with Sales and Marketing Budget tracking.
• Provide Marketing support by creating templated pieces such as: 'In Case you Missed It', case studies, hotel branded pieces, sales trip follow up pieces, etc. to be reviewed and approved by the sales team and Regional Vice President.
• Assist sales and XD teams with annual rates/tariffs to present to major clients.
• Remain current in local destination events, happenings, to trigger key communication opportunities to clients.
• Attend industry events as needed and appropriate.
• Support and oversee events on-site as required.
• Strong sales acumen and desire to move into seller role or leadership position.

• Minimum 1-3 years administrative and/or sales experience
• Strong administrative and organizational skills with aptitude for attention to detail
• Experience in the hospitality industry in the sales or conference services arena and/or degree in Hospitality and Tourism Management or Business Administration/Marketing
• Exceptional written and verbal communication skills
• Able to juggle tasks and set priorities on a daily, and weekly basis as needed
• Prior experience in meeting client deadlines
• Knowledge of regional destination and venues
• Efficient in Microsoft Office Suite and other applications preferred
• Hybrid role; in-office days will be required as set forth by Regional Leader

Benefits include Medical Insurance, Dental Insurance, Vision Insurance, 401(k) with Company Match, Short-term and Long-term Disability Insurance, Life Insurance, Employee Assistance Program, Paid Vacation Time and Paid Holidays, Paid Sick Time, Pet Insurance, Flexible Spending Accounts, and others.

Whether in-person, remote, or hybrid, PRA guides organizations in bringing people together with strategic content, brand engagement and authentic destination experiences. PRA has local teams across the US covering more than 29 top destinations, and a remote execution team who can plan anywhere our clients envision an incomparable meeting or event.

Internally, we have a robust sustainability and social impact program that includes initiatives around carbon reduction, pushing towards zero waste, supporting the American Forest Foundation and PACT-USA, working with our supply chain to ensure we have sustainable and diverse suppliers for client events and a focus on equity,…