Sales Program Coordinator

Sales Program Coordinator - MC&A Destination Management Company (must reside on Oahu)

Multi award winning Destination Management Company, MC&A, provides a range of specialized services for its clients, from event development and strategy to creative direction and design, from budgeting and on-site execution to financial reconciliation.

Primary Responsibilities

This position works closely with a Sales team to provide comprehensive administrative and logistical support. Responsibilities include coordinating site inspections, managing travel arrangements, preparing detailed agendas, communicating with clients and vendors, and assisting with general office and project-related tasks. This position is Hawaii based, preferably Oahu or Maui.

Primary Job Responsibilities:

• Site Inspection Coordination — Plan, execute, and manage all logistics for site inspections. Create detailed agendas for the Account Executive and client, confirm vendor appointments, arrange travel, communicate updates throughout the process, and manage post-site billing and invoicing.
• Sales Support — Provide direct support to Account Executives, including scheduling, travel coordination, expense reporting, and responding to client inquiries in a timely and professional manner.
• Sales Collaboration — Work with the Sales team to develop and revise proposals, manage client and vendor communications, and ensure seamless project transitions to the Operations team.
• Prepare and maintain complete, accurate files, conduct transition meetings with internal teams and clients.

Additional Job Responsibilities

• Participate in departmental meetings and ongoing training sessions as required.
• Serve as a resource and support partner to the Sales team and other departments.
• Manage and resolve customer-related issues, particularly during site planning and execution.
• Foster collaboration by sharing ideas, best practices, and insights from site visits and events.
• Build and maintain strong vendor relationships, including follow-up communication and feedback.
• Follow and help update Standard Operating Procedures (SOPs).
• Maintain and create master documents, templates, decks, and reference lists.
• Assist with planning conferences, sales trips, and partner events for the Sales and Executive teams.

Knowledge, Skills, and Abilities

• Prior DMC experience is preferred.
• High school diploma required; minimum of 5 years in an office or administrative environment.
• Strong professional communication skills, with a commitment to exceptional customer service.
• Excellent problem-solving, multitasking, and prioritization skills.
• Highly dependable, proactive, and self-directed.
• Proficiency with internal platforms such as Teams, Works, SharePoint, and Acumatica; familiarity with purchase orders, invoicing, and CRM systems.
• Advanced computer skills, including Microsoft Office; ability to learn new systems quickly.
• General knowledge of the Hawaiian Islands and tourism industry preferred.

Physical and Mental Demands

• Constant: Requires high attention to detail, organization, and focus.
• Constant: Must adapt quickly to shifting priorities in a demanding environment.
• Constant: Ability to follow written and verbal instructions accurately.
• Constant: Work effectively under pressure, using sound judgment and professionalism.
• Constant: Manage stressful situations and resolve issues with diplomacy.
• Constant: Frequent communication via phone and email with clients and vendors.
• Constant: Regular use of computer and office equipment (copier, printer, etc.)
• Constant: Ability to remain seated for approximately 75% of the workday.

Communication Demands

• Constant: Verbal and written communication with managers, co-workers, clients, and vendors.
• Constant: Reading, composing, and editing correspondence and documentation.
• Occasional: Occasional site visits to vendor locations as required.
• Leadership: No direct supervisory responsibilities but expected to lead by example and demonstrate professional conduct.

Working Hours

• Regular business hours: 8:00 a.m. – 5:00 p.m.
• Availability by text or phone during evenings and weekends may be required to support Sales and site inspections.

Job Type: Full-time

Pay: $ $26.00 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: Hybrid remote in Honolulu, HI 96815