What are the responsibilities and job description for the Sales Coordinator position at Sky Ranches Inc?
This position is critical to the ministry of Sky Ranch and contributes directly to our mission of leading youth and families to know and follow Christ. The Sales Coordinator supports the ministry of Sky Ranch, the Director of Sales, and the sales staff by organizing operations such that the customer and sales have a fluid and effective relationship that results in timely and accurate contracting of groups for retreats, school programs, wilderness, and ranch camps across all of Sky Ranch’s locations. This position performs administrative duties including system management and coordination for the director and sales team while delivering quality and timely work. This role assists with preparation of internal reports and tracking of information, as well as prepares emails, letters, contracts, and other customer-facing communications within the sales department. This position communicates with external and internal customers, stakeholders, and partners on various platforms to provide a positive group customer booking experience. This position additionally assists in marketing content creation and business development such as leads research or mining of account contact and information needed for drop bys, teleprospecting, appointments, promotions, conferences, and tradeshows and working as liaison between sales and marketing departments to prepare communications for sales activities and ultimately to increase the sales funnel/pipeline. This position may participate in prep, set up/tear down, and participation in sales events such as blitzes, appointments, conferences, tradeshows, or related events by Sky Ranch.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Support the daily administrative needs of the Director of Sales and sales team. This includes but is not limited to:
- Work within account database, sales customer relationship management system, CircuiTree, and document signing systems and be able to share knowledge of training with others as needed.
- Perform general administrative and clerical duties including reporting, contract creation, email, instant internal communications, eblast content/preparations, marketing materials, etc.
- Schedule meetings and maintain calendars.
- Schedule activities such as meetings, travel, and departmental activities, and maintain calendars.
- Provide support for ongoing departmental projects as needed.
- Handle the purchase and organization of departmental supplies.
- Prepare and proofread emails, letters, memos, and other correspondence accurately and timely. This includes both internal and external communications.
- Handle departmental filing needs, maintaining both printed (if needed) and digital files in an organized manner.
- Handle accounting needs, which includes but is not limited to:
- Prepare purchase requisitions.
- Manage credit card receipts and related requisitions.
- Run various reports necessary for organization and tracking of information.
- Assist with company-sponsored events as needed.
OTHER DUTIES AND RESPONSIBILITIES
- Maintain compliance with Sky Ranch’s employee policies and procedures.
- Maintain compliance with all state and federal laws and regulatory requirements.
- Perform other duties as required.
QUALIFICATIONS:
EDUCATION
- Bachelor’s degree preferred.
EXPERIENCE
- Past administrative or coordinator role or experience in hospitality and/or event planning
KNOWLEDGE
- Various computer software. Should include proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. Working knowledge of SharePoint, Microsoft Teams, electronic document signing software, and CircuiTree preferred
- Principles and processes for providing excellent customer service. This includes internal and external customer needs’ assessments, meeting quality standards for services, and evaluation of customer satisfaction.
SKILLS AND ABILITIES
- Ability to relate positively, influentially, and sensitively to a broad spectrum of persons in a variety of multi-tiered relationships and settings to include but not limited to guests (youth and families), clergy and staff of various Christian churches and organizations of all sizes, cultural identities and worship styles, co-workers, peers, and board members.
- Excellent interpersonal skills, and relationship building skills.
- Ability to positively accept coaching and feedback.
- Ability to plan, manage, and report budgets proficiently. Exceptional financial management skills.
- Ability to investigate and analyze information and draw conclusions.
- Ability to prepare moderately complex reports.
- Ability to exercise independent thinking and initiative.
- Ability to deal with complex situations or issues and make effective, timely and appropriate decisions.
- Excellent organizational skills - ability to multi-task and manage a variety of tasks in a timely manner.
- Ability to maintain confidentiality.
- Ability to communicate the vision of Sky Ranch to both internal and external.
EXTERNAL CONTACTS
- Customers, potential customers, guests, vendors, and external partners and stakeholders
PHYSICAL DEMANDS
- Little to no effort required. Ability to use up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently to move objects.
- Ability to grasp, push, pull, carry or otherwise manipulate objects; ability to perform tasks requiring action of muscles or groups of muscles and foot and/or hand-eye coordination.
WORK ENVIRONMENT
- Works indoors in normal office environment majority of the time.
- May require day trips in Dallas/Fort Worth or Van locations for meetings or trainings.
- Occasional sales trips to Sky Ranch’s camps or surrounding areas
OTHER
Commitment to Christian principles and teachings both professionally and personally. Must be able to fully support Sky Ranch’s Doctrinal Statement. An active membership in a church whose spiritual beliefs are aligned with Sky Ranch’s Doctrinal Statement.
Commitment to Sky Ranch’s Vision, Mission, Values (Who We A.R.E.) and Principles (WOW, Stewardship, and Excellence) demonstrated in daily behavior.
Must demonstrate annually a clear background check and review of child safety practices as required for camp accreditation by the American Camping Association.
Possess personal spiritual discipline that models a proactive approach toward personal, spiritual, and relational health.
