position description

Title:                      Tourism Coordinator

Classification:       Hourly, Non-Exempt

Department:          Tourism

Reports To:            SVP, Tourism & Operations

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 Tourism Coordinator provides administrative support to the Tourism and Cultural Tourism teams and programs.  The person in this role will coordinate and assist in the preparation for events, sales missions and other activities logistics.   This team member will be responsible for data entry, tracking and reporting.  

Essential Role and Responsibilities:

• Coordinate Tourism Familiarization Tour logistics including visits with partners and preparing client gifts, itineraries, etc.
• Assist team in preparing for media/sales missions, trade shows, and other events. 
• Responsible for shipping materials for both domestic and international initiatives and client engagements
• Enter and maintain department data including inputting and updating client and partner information and notes from shows, missions, and conferences

• Organize travel arrangements for Senior Vice President and Sr. Director of Tourism including transportation tickets, visas, car rentals, hotel reservations, registration for attendance at trade shows, seminars, and meetings. Compile itineraries for trips and necessary reference information for destinations, leads and mail outs. 

• Maintain appointment calendar (trips, trade shows, familiarization tours, staff meetings, PTO, luncheon appointments) and regular business appointments listing names, times, affiliations, and phone numbers in case of cancellation and/or confirmation

• Provide Cultural Tourism support including meeting planning, agendas, minutes, and reports for the Cultural Tourism Committee

Additional Responsibilities:

• Submit and track marketing projects on behalf of Tourism
• Outreach to key Visit Dallas members for collateral and order placement; tracking of inventory and distribution
• Tracking of news/notes of interest for publishing international websites/blogs/e-newsletters – specific to international audiences and rep firms’ needs
• Manage and develop content for Dallas Tourism LinkedIn page
• Cross train with support team to back up team members as needed
• Answer inquiries efficiently and professionally
• Assist with team expense reports to meet deadlines
• Track budget for International Agency accounts and DTPID
• Assist with annual room night collection reporting, organize data, and create room night report
• Execute familiarization tours as needed

Expected Competencies, Performance Attributes and Characteristics:

• Ability to foster new and maintain professional relationships
• Ability to prioritize competing deadlines and handle matters expeditiously, proactively, and follow-through to successful completion
• Superior communication and interpersonal skills 
• General knowledge of the City of Dallas
• Intermediate to expert proficiency in Microsoft Office suite (Outlook, Word, PowerPoint, and Excel) and other applications/systems
• Excellent attention to detail with a focus on accuracy while meeting deadlines 
• Ability to anticipate needs, exercise good judgment and work independently with guidance and direction

Desired Education and Experience:

• High school diploma (minimum) 
• Minimum of three years general office and or administrative experience 
• Practical experience in sales support or hospitality industry activities

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 computer accessories.   There will be occasions working at off-site locations including the convention center and hotels where the environment will vary. 

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 regularly.  

Expected Travel:

The person in this role can expect up to 30% local travel (within the City of Dallas) and may require travel on occasion outside of Dallas and the immediate driving area to attend industry meetings, conferences, and other events or activities.