Overview

The Sales Coordinator position is responsible for providing administrative support to the Sales & Marketing Department, and assisting with business development and sales for tradeshows, meetings and conventions, consumer shows, and local event bookings for the Miami Beach Convention Center (MBCC) and Campus. Under general supervision of the Director of Sales & Marketing, the position also provides administrative support to the Associate Director of Sales and the Sales Managers and assists in coordinating the licensing of space and booking of events for the venue; represents the organization in a professional manner by providing customer service, responding to sales inquiries, coordinating prospecting initiatives, and conducting site visits. Key responsibilities include CRM system administration, monthly and annual reporting, survey administration, goals tracking, data analytics and data entry, filing/records management, day-to-day completion of sales related activities and processes, and projects as assigned. This entails aiding in achieving revenue targets, economic impact goals, and upholding exceptional standards of quality.

This role pays an hourly wage of $26.85 to $28.85.

Benefits for FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays).

This position will remain open until November 12, 2024.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Input, update, and oversee the scheduling calendar and booking platform/CRM system with all booking activity for the Miami Beach Convention Center.
• Maintain and generate bi-monthly update of Calendar of Events
• Administer booking leads from the Greater Miami Convention & Visitors Bureau, Cvent and the website
• Assists clients with questions pertaining to the use and rental of the facilities. Performs research and gathers the appropriate preliminary information on booking worksheets regarding availability, nature of event, etc.
• Acts as point person in Sales Department for all requests for dates and space by other departments.
• Assists the Director of Sales & Marketing and Sales Managers with tracking rental applications, past-due contracts, and outstanding payments.
• Maintains all digital filing in online client sales files.
• Assists the Sales Manager in the preparation of contracts, contract revisions, and addendums.
• Answers incoming phone calls and email inquiries to the Sales Department.
• Acts as Sales lead for all City of Miami Beach events, and Rum Room and Venu events.
• Assists in scheduling of planning meetings, site visits and pre-con meetings.
• Performs various administrative functions such as preparation and tracking of lease agreements and addendums by managing and updating the Sales database/CRM; attends monthly sales meeting and prepare/distribute agenda.
• Assist Sales Managers in the preparation of event addendums and related correspondence; review documents for completeness and accuracy; assist in following up with facility users regarding 1st deposits, insurance, and other related license agreement requirements.
• Assist Sales Managers in updating facility user contact and account information, blocking meeting space and other event booking information in the event booking and management system
• Communicates with sales leaders of GMCVB, area hotels, hospitality partners, and venue partners to align strategies and needs.
• Create and maintain event files; distribute and reconcile all event folders and respective checklists for Sales, Event Services and Finance Departments.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Provides Reception coverage support as needed.
• Performs any other duties and responsibilities as assigned.

Booking Technology:

• Manages bookings in the Momentus Technologies Booking / CRM platform.
• Assist with optimizing data, digital systems integrations and lead generation sources.
• Work with digital selling strategies via LinkedIn, Cvent, and emerging online platforms, including the implementation and usage of Artificial Intelligence (AI) tools.
• Assist with developing and implementing sales strategies and marketing plans to promote and sell the MBCC and its campus.

Reporting:

• Compiles data and prepares monthly sales reports, annual sales reports, as well as revenue projections, sales statistics, data visualizations, and booking data of events (database), etc.
• Assist with the preparation of PowerPoint presentations and monthly statistical reports which include goal tracking and documenting sales and marketing activities, including prospecting efforts and results (KPIs) for the MBCC.
• Coordinates and administers post-event surveys and customer feedback reporting.
• Other duties and responsibilities as assigned.

Client Relationship Management & Business Development

• Cultivates and maintain relationships with clients, event planners, and industry stakeholders.
• Performs sales prospecting activity including cold calls.
• Collaborate with clients to understand and fulfill their event needs efficiently.
• Communicate with sales leaders of GMCVB, area hotels, hospitality partners, and Sodexo Live! to align strategies and needs.
• Facilitate site visits and appointments for show managers and meeting planners.
• Work with the hotel and hospitality community to strengthen the MBCC's position as a top venue.
• Attend appropriate sales and local industry related meetings, events, and conferences.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

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 EXPERIENCE:

• Bachelor’s Degree from an accredited college or university in public assembly facility management, hospitality management, business administration, data analytics, marketing or a related field.
• Minimum of two (2) years of experience in an administrative support position, preferably in a sales capacity at a hotel, convention center or related meeting industry. Other combinations of experience and education that meet these requirements may be substituted.
• Strong negotiation, communication, and interpersonal skills.
• Bi-lingual (English/ Spanish) preferred.

SPECIAL KNOWLEDGE & ABILITIES:

• Advanced oral and written communication skills.
• Bilingual (English/ Spanish) highly desired
• Strong orientation to customer service and ability to work with other staff members in the facility.
• Ability to build rapport with a variety of people and develop alliances to work together toward common goals.
• Results oriented individual with the ability to meet required sales and marketing goals.
• Excellent organizational, planning, communication, and inter-personal skills.
• Ability to undertake and complete multiple tasks.
• Contract development and negotiations including venue event license agreements, service agreements, contract management and sponsorships agreements.
• Interpersonal techniques in dealing with unique groups and sensitive circumstances.
• Solid organizational skills; ability to prioritize multiple tasks; project management skills.
• Versed in proper office/organizational/business etiquette.
• Ability to work unsupervised and to function both independently and as a team.
• Ability to occasionally work nights, weekends and holidays as needed.

COMPUTER SKILLS:

• Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint and MS SharePoint, MS Teams and MS Outlook)
• Knowledge of a Booking System / CRM
• Strong office technology, data analytics skills, (Business Intelligence (BI) and Artificial Intelligence (AI) skills

CERTIFICATES, LICENSES, REGISTRATIONS:

• Valid Florida Driver’s License.

PHYSICAL DEMANDS:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Sales Manager Job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Sales Manager Job. While performing the responsibilities of the Sales Manager Job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision.

WORKING CONDITIONS:

While performing the responsibilities of the Sales Manager Job, these work environment characteristics are representative of the environment the Sales Manager will encounter. Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the Sales Manager Job. Incumbent works in an office setting with minimal adverse exposure to environmental hazards. The noise level in the work environment is usually quiet to moderate.

WORK SCHEDULE:

The work schedule of this position typically involves a 5-day work week Monday through Friday; however, this will fluctuate based upon the needs of the community, a project and/or events. All employees in this position are expected to work in person at the Miami Beach Convention Center. However, exceptions or modifications to this requirement may be considered and approved by senior leadership. Must have the ability to remain available 7 days per week, work long and irregular hours that may vary due to functions and may include days, evenings, weekends, and holidays. Some travel as needed.

DRESS CODE:

To project dignity and decorum expected by the public, appropriate dress and good grooming are expected of all employees.

STATEMENTS:

This job description is intended to describe the general nature and level of work being performed. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the job. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time for any reason, including reasonable accommodation.