Sales Coordinator

About Visit Dallas:

At Visit Dallas, we do things bigger, bolder and with just the right amount of swagger. We believe that our powerful can-do energy and warm hospitality sets us apart, while empowering others to be their best, boldest and most fearless selves. Recognized by Destinations International with Accreditation for excellence in destination marketing and management performance, our team is made up of dedicated, dynamic professionals who collectively commit to living out our Brand, Vision, Mission and Values.

Our Brand Dallas is more than a city, it’s a state of mind – a maverick, can-do spirit expressed through a thriving arts scene, iconic sports culture, creative culinary influence and warm hospitality.  

Our Vision To elevate Dallas as a welcoming, must-visit destination.

Our Mission To market Dallas globally to benefit our community and visitors.

We Value Community, Respect, Empowerment, Accountability, Trust, Equitability and Sustainability. 

Commitment to Diversity, Equity and Inclusion

At Visit Dallas, our commitment to diversity, equity and inclusion extends to our visitors, citizens, team members, customers, communities, and marketplaces that we serve. We act as a catalyst for change within our organization and industry. Our commitment to leveraging diversity and inclusion to drive business growth is important and necessary for the future of this organization. We market Dallas as the ideal convention, the premier business and leisure destination for all.

Position Summary:

The Sales Coordinator supports multiple Sales Department team members with a focus on administrative assistance. The person in this role will contribute to the organization’s objectives by working collaboratively with team members to execute programs with excellence.

Essential Role and responsibilities:

• Answer incoming calls and emails efficiently and professionally with a confident, positive attitude and pleasant personality.
• Effectively use sales databases 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 Visit Dallas Sales Division and ensure all documents are aligned with the Visit Dallas brand standards.
• 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 sales personnel in creating and compiling bid book presentations to include but not limited to formal proposals, hotel responses, agreements, and other documents as needed
• Learn and become proficient with online/cloud-based programs and software such as but not limited to Simpleview CRM, Monday.com, Zoom Video Conferencing, SharePoint, Office 365, OneDrive, Cvent, CloserConnect, Threshold 360, Adobe Sign, Mint , Lexion, and Hopskip.
• Coordinate meetings and activities within the sales division. Prepare agendas, handouts and documents as necessary. Compile and distribute meeting minutes along with follow-up action items.

ADDITIONAL RESPONSIBILITES

• Assist with special projects/events including but not limited to familiarization tours, travel arrangements, client/special events, sales calls and tradeshows.  Prepare sales kits, gifts, and reservations. 
• Effectively communicate with meeting presenters regarding their meeting needs, e.g. power, audio/visual, computer, presentations, collaborating with Visit Dallas IT Director as necessary 
• Obtain and organize needed sales marketing pieces from third-party entities and maintain an organized filing system within the Sales Common digital folder to ensure correct and current data is maintained.
• Ensure all accuracy of department outputs by asking detailed questions regarding any task or assignment.

• Contribute to the organization’s safe, healthy, positive, professional and productive culture. 

• Other duties as assigned.

Expected Competencies, performance attributes and characteristics:

• High level of computer proficiency, with expertise in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint); experience with CRM database systems and cloud-based collaboration tools 
• Strong aptitude for learning new technology tools and software quickly.
• Exceptional organizational and time-management skills, with the ability to prioritize and multitask effectively in a fast-paced environment.
• Proactive problem-solving skills, with the ability to take initiative on tasks, processes, and projects.
• Excellent verbal and written communication skills and strong interpersonal skills, with the ability to interact professionally with internal teams, stakeholders, and clients.
• Basic knowledge of accounting and budget management procedures.
• Detail-oriented with a high degree of accuracy in all aspects of work, from reporting to document creation.
• Experience or familiarity with the hospitality and tourism industry
• Ability to work both independently and collaboratively, maintaining a flexible and adaptive approach to changing needs of the department.
• Team player mentality, demonstrating dependability and accountability in contributing to the success of shared goals.

• Enthusiastic and eager to learn, with a growth mindset toward acquiring new skills.

Desired education and experience:

• Three years’ exposure to general office environment with at least one year of experience directly related to sales.
• Bachelor's degree is a plus.
• Experience within the tourism or hospitality industry is preferred

Work environment and physical demands:

The person in this role will mostly operate in an office environment with frequent and consistent use of a laptop computer, monitor, keyboard, mouse, cell phone and copier.  It is largely a sedentary role with extended work time sitting and using a cell phone and computer with desktop accessories.   There will be occasions working at off-site locations including the convention center, restaurants, music venues and hotels where the environment will vary.  The person in this role will need to be able to lift and carry up to 25 pounds occasionally.   Bending, twisting, stooping and reaching above and below shoulder height is required.

Expected hours of work:

This is a full-time position with an expectation of 40 hours of work each week.  The regular office hours are Monday through Friday 8:30am to 5pm.  Evening and weekend work and participation in events that occur outside of the regular office hours is expected occasionally.  

Expected travel:

The person in this role can expect up to 10% local travel (within the Dallas area) and may require travel on occasion outside of Dallas and the immediate driving area to attend industry meetings, conferences, and other events or activities.