Position: Site Coordinator
Department: Sales
Direct Report: Assistant Director, Sales Administration indirectly to sales managers
ABOUT VisitDallas
VisitDallas is an independent, not-for-profit organization comprised of professionals serving as the sales and marketing arm for Dallas. Our mission is to promote Dallas as the ideal business and leisure destination to the regional, national, and international marketplace, and to favorably impact the Dallas economy through conventions and tourism.
Our efforts have significantly increased awareness of Dallas locally, nationally, and internationally, and have resulted in Dallas being recognized as one of the top convention destinations in the nation and the number one visitor destination in the state of Texas.
SCOPE
The VisitDallas Site Coordinator will coordinate and execute site inspections, events, FAMS, and project management. Individual will work with internal and external customers to provide excellent customer service and product knowledge to ensure continued growth of the meetings industry in Dallas.
DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS:
Coordinate and execute site inspections for VisitDallas Hotel Sales Managers as directed, to include contacting partners, creating site agenda in CRM and Microsoft Word/PDF version. Confirm all logistics, prepare gifts, place all follow-up notes in CRM under the lead or account, provide feedback to sales manager and/or director based on client response.
Assist with events and FAMs to include but not limited to sourcing event venues, planning meals, transportation, budget management, requisition entry, on-site coordination, updating customer information in CRM, managing RSVPs, name badges, invitations, and post-event follow-up.
Project management as directed to include but not limited to creating hotel maps, PowerPoint presentations, updating iPads, sourcing and purchasing VisitDallas branded gifts or promotional items based on Marketing Guidelines, inventory of gifts, online marketing, sponsorship benefits, updating/adding accounts or contacts in CRM, research or other projects as necessary to reach the goals of the sales division.
Developing and maintaining professional relationships are critical; therefore, it is imperative that this position play an active role in meeting or convention related organizations that would foster relationships with the hotels and VisitDallas partners or clients.
Understanding and general knowledge of Dallas as a Meeting Destination to include but not limited to hotels, special venues, restaurants, and convention center.
Onsite backup as lead at specific tradeshows & events when needed.
SUPERVISORY RESPONSIBILITIES:
This position reports directly to the Director – Sales Operations
EDUCATION AND/OR EXPERIENCE:
College degree preferred or have equivalent hospitality industry experience
Two-years direct services experience in the supplier, hotel, meeting, or bureau industry
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge and understanding of best practices in customer service
Attention to detail
Highly motivated individual that works well independently
Advanced computer skills in database management, word processing and windows-based software
Strong verbal and written communication skills
Organizational structure
Ability to respond to changing priorities
Maintain positive and professional work attitude and working relationships with peers, colleagues, and customers as well as adherence to policies and procedures of VisitDallas
Valid Texas Driver License
WORK ENVIRONMENT:
Position functions in an office environment
Ability to work evenings/weekends and travel out of town as necessary
The above information in this job description has been designed to indicate the general nature and level of work performance by employees within this position. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employee assign to this job.