Sales Coordinator

POSITION: Sales Coordinator DEPARTMENT: Sales Department REPORTS TO: Director of Sales & Marketing FLSA STATUS: Salary - Full Time Non Exempt Summary ASM Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for a Sales Coordinator at the Shreveport Convention Center/Municipal Auditorium in Shreveport, Louisiana. Under direction of the Director of Sales and Marketing the Full Time Sales Coordinator team member's primary responsibilities include the following functions in accordance with ASM policies. POSITION SCOPE: Manages sales and marketing functions to maximize effectiveness and achieve business goals, with special emphasis on the local business market. Maintains booking system for the facility. Provides assistance and support to Director of Sales& Marketing. Essential Duties and Responsibilities Maintains sales collateral inventory (sales brochures, inserts, direct mail brochures, etc) and advises Director when additional materials are needed. Composes and types routine correspondence. Organizes and maintains file system, files correspondence and other records. Arranges and coordinates travel schedules, reservations, and expense reports. Conducts research, compiles and types statistical reports. Completes monthly facility reports. Coordinates and arranges executive staff and other meetings, prepares agendas, reserves, and prepares meeting location, and records and transcribes minutes of meetings. Act as liaison between vendors/clients/guests as required by staff members. Maintain and update in-house insurance database, including insuring that event contract is accurate and complete, along with insurance ratings. Makes copies of correspondence or other printed materials. Coordinates and manages all information input into the facility's booking system, including revising and updating booking data to ensure accurate information in maintained in order to provide the greatest utilization of the facility's meeting and exhibit space. Track contracts, rental deposits, insurance payments insurance certificates and reports. Responsible for Event Tracking Spreadsheet Provide Director and other sales personnel with regular updates on outstanding contracts, deposits and certificates of insurance. Serve as a liaison with Director and ASM's Corporate MIS Department regarding booking procedures, problems with booking system, etc. Provide assistance to Sales & Marketing department by taking booking request/information from prospective clients over the telephone or in person. Keep Director updated and ensure requests are distributed to appropriate staff. Create and maintain the event files/folders both active and canceled. Handle telephone inquiries from prospective clients regarding events at facility. Maintain a professional attitude with all clients, vendors, facility staff, hotel staff and senior management. Follow up with client request for information. Manages all administrative activities related to sales efforts, including updating booking information in booking system, maintain personal customer database, created event masters and distributing them, running reports, etc. Create contracts, print calendars, place holds on booking system for Director. Design and print in-house event signage using both paper and vinyl and peeling and transferring vinyl medium when available. Manage file cabinets. Move old files to make room for new ones. Attend Sales & Marketing, Sales and Events Meetings as required. All duties assigned by the Director of Sales and Marketing as needed. Backup support for Receptionist coverage as required. Provides assistance and support to the Director of Sales & Marketing Manager(s). Additional duties may be assigned. Supervisory Responsibilities No Supervisor Duties Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience B.A/B.S. plus minimum one year industry-related experience preferred. Skills and Abilities Excellent interpersonal and communications skills, oral and written. Strong organizational and time management skills, as well as flexibility and the ability to prioritize responsibilities in a fast-paced environment are essential. Multiple tasks skills in a fast-paced environment. Advance problem solving and ability to motivate critical thinking. Ability to adapt and learn required computer software. Computer Skills Advance computer skills required, including experience with Excel and Microsoft Word. Physical Demands 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to work nights and weekends. While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events. While performing the duties of this job, the employee is required to walk extensively sitting; occasionally required to kneel, climb to high walkways or balance. The employee must occasionally lift and/or move up to 15 pounds. Note The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position. To Apply Tracey James Human Resource Manager Shreveport Convention Center 400 Caddo St Shreveport La, 71101 Applicants that need reasonable accommodations to complete the application process may contact ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.