Facility Sales Coordinator

Purpose: This position’s primary responsibility is to support Reston Association’s Lake House, Conference Center, Pavilions, and multi-purpose rooms sales, operations, and reservations. This position is a part of a team that provides customer service, administrative support, event coordination and marketing/sales support to Association members, the general public, and RA staff while working at the Lake House and the Reston Association Headquarters office. This position has special and specific focus on the rental facilities and works under the general supervision of the Member Services Supervisor.

Essential Duties and Responsibilities:

• Participates in the coordination of facility reservations, including responding to in-person, telephone, and e-mail inquiries for information about the venues, generating rental contracts, using on-line reservations software, taking payments, and issuing security deposit refunds.
• Provides tours and hosts Open Houses for prospective customers; responsible for set-up/break-down of tables, chairs, and AV equipment; acts as on-site staff liaison during events (conference center and lake house).
• Ensures cleanliness and orderliness of the outside deck and kitchen/pantry, i.e., cabinets, appliances, dinnerware, supplies, etc. Keeps pantry well-stocked with supplies. Empties trash cans and cleans tables/chairs between events if needed.
• Maintains the Lake House and Conference Center to create an inviting and informative visitor area with information displays, including flyers, magazines, etc. related to Association programs, events, and merchandise.
• Ability to develop and maintain relationships with co-workers, RA staff and outside vendors to ensure successful execution of meetings and events.
• Plays a primary role in marketing and securing renters at all facilities to meet or exceed revenue goals.
• Partner with Member Services Supervisor to order and maintain needed supplies.
• Desire to provide exceptional customer service and excellent attention to detail.
• Conducts over-the-counter transactions, including registration for programs and special events; facility rentals; collects program, service, and assessment fees.
• Reconciles daily sales reports and opens and closes the Lake House and Member Services in accordance with established procedures.
• Provides administrative support including the preparation and processing of regular, bulk, and certified mailings; document scanning, duplication and assembly; word processing; filing; data entry; spreadsheet and form development; and database management
• Assists in the distribution of incoming mail and notifies staff of receipt of express mail and package deliveries on a daily basis in accordance with established procedures.
• Represents the association at community events. Ensures distribution of welcome packets to new members, realtors, apartment complexes and visitors.
• Supports Communication & Community Engagement department activities through involvement & participation, including Expo, community meetings & events and cluster/neighborhood outreach.
• Availability to work a flexible schedule including weekday evenings and weekends.
• Demonstrates a high level of professionalism and maintains regular and reliable attendance, abiding by established Association policies and procedures.
• Maintains a professional work environment, workspace, and appearance.
• Performs other duties and tasks as assigned.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Education & Experience: High school diploma or GED plus a minimum of two years of progressively responsible experience in an administrative, customer service or sales capacity; or equivalent combination of related education and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office applications (specific solid knowledge of Outlook and Excel).

Other Skills and Abilities: Requires effective verbal and written communication skills; ability to interact with others in a direct, courteous, and competent manner; skill in planning and organizing work and setting priorities; ability to manage multiple tasks simultaneously, meet critical deadlines, and follow-up on assignments. Must be able to work under pressure with frequent interruptions; establish and maintain cooperative and effective relationships with others; and exercise excellent customer service skills.

Other Qualifications: Must possess a valid driver’s license and good driving record or the ability to obtain it within one month of employment.

Decision-Making & Independence Exercised: Employee follows established department guidelines; may at times have authority to deviate from established policies without prior approval in order to ensure a positive member experience when handling complaints from members; and represents RA at public events as a subject-matter expert.

Tools, Equipment and Machines used: Requires continuous use of a computer, printer, mail room equipment, a hand truck, and other standard office machines. Regularly required to operate a motor vehicle.

Contacts: Frequent contact with Association members and other visitors for the purpose of providing information and/or selling programs and services; also has daily contact with other staff throughout the Association.

Work Environment - This job is primarily performed in a normal office setting while some responsibilities will include outdoors locations. The noise level in the work environment is usually moderate, but may be loud at times.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit for prolonged periods of time, as well as type, talk and hear. The employee is regularly required to lift and/or move up to 25 pounds.