Group Sales Coordinator - part time

SUMMARY:

Visit Vancouver WA is seeking a detail-oriented and technically savvy professional with a passion for customer service and getting things done. The ideal candidate is comfortable wearing many hats, being accountable to multiple stakeholders, and flexibly accommodating shifting priorities in a fast- paced office environment.

This position provides principal administrative support to Director of Sales and Group Sales team, including administration of CRM and CMS software, as well as exceptional customer service to meeting planners and stakeholders. This position also serves as the primary front line office receptionist, and as such provides general administrative support to the entire office as assigned.

As a part-time position, the Group Sales Coordinator will accrue Paid Time Off (PTO) and is eligible for paid holidays. Part time positions are eligible for work-related reimbursements like mileage and parking, but are not eligible for other related benefits offered to full-time employees.

JOB DUTIES/RESPONSIBILITIES:

General duties include but are not limited to the following:

·      Assembles proposals and marketing information to create customized destination bids on behalf of the Group Sales team

·      Manages CRM database and assumes responsibility for uploading electronic files, documenting communication, and reviewing and improving data integrity

·      Prepares monthly, quarterly, annual, and ad hoc reports within CRM database and Microsoft Excel; as well as other presentations and reports as needed, utilizing clear and concise charts, graphics and tables

·      Provides timely professional communication with meeting planners regarding destination services, including business referrals, marketing support, and collateral distribution

·      Communicates with stakeholders to manage CRM Extranet access, update records, and support sales operations

·      Creates microsites within a CMS platform utilizing approved templates

·      Maintains organized electronic file systems within a shared drive

·      Performs general administrative functions and assists in day-to-day operations of the office

·      Assists with office projects

·      Will perform other duties as assigned

REQUIREMENTS/MINIMUM QUALIFICATIONS:

·      Knowledge of English usage, spelling, grammar and punctuation

·      Knowledge of office procedures, methods and current computer equipment and software (including Microsoft Office and Adobe Acrobat)

·      Knowledge of business letter writing and basic report preparation

·      Knowledge of principles and procedures of financial record keeping and reporting

·      Familiarity with the Vancouver WA community and its appeal to visitors

·      Strong personal initiative and ability to apply sound judgement to administrative work

·      Ability to prioritize and organize work and effectively resolve workload issues

·      Ability to understand the organization and operation of the Tourism Office and of outside agencies as necessary to assume assigned responsibilities

·      Ability to interpret and apply administrative and departmental policies and procedures

·      Ability to independently prepare correspondence and memoranda

·      Ability to type or word process at a speed necessary for successful job performance

·      Ability to work independently in the absence of supervision

·      Ability to communicate clearly and concisely, both orally and in writing

·      Ability to establish and maintain cooperative working relationships with those contacted in the course of work

·      Flexibility to occasionally work hours outside the regular workday as needed

·      High school diploma or GED required; Bachelor’s degree preferred

·      Three years of increasingly responsible support experience; or any combination of experience and training which provides the required knowledge, skill and ability required for successful performance of the essential job duties.

WORKING CONDITIONS:

This position requires the ability to perform those activities to complete the essential functions of the job, either with or without reasonable accommodation. The position requires continuous and/or frequent talking, repetitive motions of hand/wrists, hearing, and handling. Mental activities required by the employee in this position include decision making, interpersonal skills, teamwork, creativity, customer service, use of discretion, problem analysis, negotiation, and the ability to perform math and to read, write, speak and understand English. Required physical activities can include frequent keyboard fingering, talking, repetitive motions of hands and wrists, sitting, hearing and lifting, pushing, pulling, and carrying objects up to 35 pounds.