Sales Coordinator

11 hours ago

Shreveport, Louisiana, United States ASM Global Full time
Job Title: Sales Coordinator

ASM Global is seeking a highly organized and detail-oriented Sales Coordinator to join our team at the Shreveport Convention Center/Municipal Auditorium in Shreveport, Louisiana.

Job Summary:

The Sales Coordinator will provide administrative support to the Director of Sales and Marketing, assisting with sales and marketing functions to maximize effectiveness and achieve business goals. This role will also be responsible for maintaining the booking system, providing assistance and support to the Director, and performing various administrative tasks.

Key Responsibilities:
  • Maintain sales and marketing materials, including sales brochures, inserts, and direct mail brochures.
  • Compose and type routine correspondence, including emails and letters.
  • Organize and maintain file systems, including correspondence and other records.
  • Arrange and coordinate travel schedules, reservations, and expense reports.
  • Conduct research, compile, and type statistical reports, including monthly facility reports.
  • Coordinate and arrange executive staff and other meetings, prepare agendas, reserve meeting locations, and record and transcribe minutes of meetings.
  • Act as liaison between vendors, clients, and guests as required by staff members.
  • Maintain and update in-house insurance database, including ensuring event contracts are accurate and complete, along with insurance ratings.
  • Make copies of correspondence or other printed materials.
  • Coordinate and manage all information input into the facility's booking system, including revising and updating booking data to ensure accurate information is maintained.
  • 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 the booking system, etc.
  • Provide assistance to Sales & Marketing department by taking booking requests/information from prospective clients over the telephone or in person.
  • Keep Director updated and ensure requests are distributed to appropriate staff.
  • Create and maintain event files/folders, both active and canceled.
  • Handle telephone inquiries from prospective clients regarding events at the facility. Maintain a professional attitude with all clients, vendors, facility staff, hotel staff, and senior management.
  • Follow up with client requests for information.
  • Manage all administrative activities related to sales efforts, including updating booking information in the booking system, maintaining a personal customer database, creating event masters, and distributing them, running reports, etc.
  • Create contracts, print calendars, place holds on the booking system for the 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.
Requirements:
  • B.A/B.S. plus minimum one year industry-related experience preferred.
  • 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.
  • 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.
  • Advance computer skills required, including experience with Excel and Microsoft Word.
Work Environment:

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.

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