Sales Coordinator

Sales Coordinator

Department: Convention Sales & Services

FLSA Status: Hourly Non-Exempt

Reports to: Vice President of Sales 

Location: Spokane, WA (hybrid office; after training/probationary period)

About Visit Spokane

Visit Spokane is a non-profit Destination Management Organization (DMO). Our mission is to showcase the destination's full range of offerings to attract visitors while working to enhance the overall visitor experience. Visit Spokane is funded by lodging tax, Tourism Promotion Area (TPA) dollars, and partnership revenue. Through collaborative efforts, we market everything our region has to offer to fuel interest and drive economic impact through visitor spending.

About the Position

The Sales Coordinator, under the direction of the VP of Sales, will be responsible for coordinating the sales efforts of Spokane and Spokane County as a desirable meeting destination consistent with Visit Spokane’s annual goals.

The Sales Coordinator will serve as the primary administrative conduit for all communications for the Account Directors. The Sales Coordinator will be responsible for all correspondence, electronic filing, daily research tasks, appointment scheduling, preparing accurate presentation documents, and assisting with coordinating and managing customer events. The Sales Coordinator will also be responsible for forward-facing communication involving local hotels/motels, facilities, meeting planners, and other related representatives.

Essential Duties and Responsibilities:

• Provide support to the Account Directors, including bid package preparation, tradeshow support, lead creation, account and current client contact maintenance, as well as other tasks as needed.
• Utilize the organization’s Client Relationship Marketing (CRM) database and other software for sales lead input.
• Invest time, research, and relationship building to understand each salesperson's market and administrative needs.
• Keep account and contact information current in the CRM system as directed by the Account Directors, Database Administrator, or VP of Sales.
• Provide operational support including correspondence, report preparation, and completion of special projects.
• Assist in research, as directed, across multiple channels, including web, industry publications, and proprietary industry software (MINT, CVENT).
• Assist with every aspect of sales missions including sending evites, closely monitoring RSVPs, coordinating marketing collateral, preparing client gifts, and organizing post event direct mailings such as thank you cards or letters.
• Properly pack, schedule, and ship materials for tradeshows and all other sales activities.
• After tradeshows, update the CRM with any new account or contact information.
• Manage all details for site visits including making travel arrangements for clients coming to Spokane (booking flights, lodging, and transportation), developing the site visit itinerary, as well as making all necessary reservations according to the site visit itinerary.
• Manage all travel arrangements for the sales staff including booking flights, lodging, and transportation.
• Maintain detailed records and expenses for sales missions,  site visits, travel bookings, and tradeshow activities through the “Team Activity” database tool.
• Create and manage Uber vouchers for clients during site visits or other events requiring complimentary transportation.
• Serve as cross-departmental liaison with the marketing team for all sales team needs for promotional materials or sales presentations for tradeshows and site visits.
• Utilizing the CRM, assist in building lists for marketing/promotional items such as direct mail, marketing eblasts, annual holiday gifts/cards, and event invitations.
• Deliver Visit Spokane collateral material and amenities to hotels/convention center.
• This position will also share responsibility for answering Visit Spokane’s doorbell and greeting guests.

Position Requirements:

• Minimum of 3 years of experience in a hospitality-related position.
• Strong technical skills in all Microsoft suite products. 
• Organized, accurate, flexible and dependable while possessing joy for working with and helping people. 
• Preference for prior experience in Delphi, iDSS or Simpleview CRM, CVENT, Google Docs, Canva and MINT.  

Personal Characteristics: The individual must have a high level of motivation, excellent verbal and written communication skills, time management skills and thrive in a fast-paced work environment.

Physical requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job the employee is frequently required to walk, bend, reach, lift, use hands, stand for extended periods of time, and sit for extended periods of time. The employee must be able to properly lift, carry and move 45 pounds; must be able to communicate effectively over the telephone, via virtual meetings and in person; and must be able to work effectively in an open-floorplan work environment with a moderate noise level.

Salary : $45,000 - $55,000