Sales Coordinator

5 days ago

Edmonton, Canada Explore Edmonton Corporation Full time

**About Us**:
We are Edmonton’s Destination Management and Marketing Organization (DMMO). We also manage two of Edmonton’s award-winning venues, the Edmonton Convention Centre and the Edmonton EXPO Centre. We help tell Edmonton’s story, elevate the Edmonton experience, and drive inbound visitation and economic impact in the visitor economy.

Working together in a one-team approach aligned by our core values, Explore Edmonton’s business units’ market and sell Edmonton as a year-round destination to visit, work, and play in while also developing products and experiences that have a uniquely Edmonton flavour. And by incorporating the management of the city’s two award-winning venues into Explore Edmonton, we are uniquely positioned to attract major events, meetings, and conventions to our city, generating greater economic impact. While Explore Edmonton’s mandate is focused on generating inbound visitation, what we do and how we do it also enhances and amplifies the quality of life for Edmontonians. The people who live here are our greatest ambassadors, so making it easier for them to love our city makes it easier for us to sell it.

**About our Venue Management Group**

Managed by Explore Edmonton Corporation, the Edmonton Convention Centre and Edmonton EXPO Centre both work toward a vision of being among North America’s top-performing venues and achieve that vision through a commitment to positive social, environmental, and economic impact. As two of Edmonton’s largest and busiest venues, the Edmonton Convention Centre and Edmonton EXPO Centre have a combined 672,000 square feet and welcome more than 1.8 million visitors every year.

**About the Position**:
Reporting to the Director of Sales, the Sales Coordinator supports the Sales Department administrative requirements. This position is responsible for managing the sales info line, preparing contracts, proposals, reports and filtering all inquiries. It is an integral part of our team.

**General responsibilities include**:

- Assists Director of Sales and Team members on initiatives & special project
- Provide assistance for all department contracts, and proposal preparations.
- Ensure all proposal and contracts are accurately completed in a timely manner.
- Ensure prompt, accurate completion of any assigned special projects
- Sales info line coverage and Sales inbox management
- Qualify incoming calls, using the Sales Qualifying form and forward lead to relevant manager or to the manager on enquiry.
- Participate and provide minutes for Bi-Weekly team meetings
- Merge proposal documents, contract documents for sales department
- Ensure signed contracts are uploaded into USI for upcoming events within 6 months and follow up with Sales Managers on missing executed contracts
- Client deposit follow-up
- Weekly completion of Sales rent for financial reconciliation
- Event Invoicing, Reconciliations and Settlements (all event types, T&C, Catered, Concerts/Sporting, Meetings, Conventions, Catered)
- Monthly Lease Invoicing, GL Inquiries and produce monthly AR report
- Send out Event Listing monthly to Contractors and Partners
- Make new files in accordance with filing and tracing system. Keep files updated with all pertinent information.
- Update and maintain monthly reports (Web leads, New Business etc.) Run reports for sales
- USI Data Entry Management
- Update Swag and Top Client lists (ordering, approvals, and inventory)
- Website Submissions, incoming generic sales line - Selling venue spaces, generates leads, and turns leads into bookings.
- Works closely with Director of Sales and Marketing Department on team initiatives and marketing materials including invites, handouts, and banners/signage
- Works with social media Team to ensure marketing materials, online presence and website are updated with pricing and services
- Manage and maintain Customer Relationship Management (CRM) system to ensure critical customer data is maintained and enhanced to produce leads.
- Follow through, revise, and update trace system as necessary (activities in CRM system)
- Client/ Community site tours and assist potential clients on finding appropriate date and space for them, sending menus and other documents.
- Assist with research and planning for client events for sales initiatives.
- Main point of contact for Explore Edmonton internal bookings
- Assist with tradeshows as required
- Post-secondary education diploma in Business Management, Hospitality, or Travel Program is preferred
- 1-2 years relevant experience selling event / hotel / venue space
- Experiences working with excel spreadsheets and various databases
- Ability to effectively communicate research and analysis through a variety of mediums (verbally or written).
- Skills in managing numerous and varying projects, with differing responsibilities
- Problem solving - Ability to think strategically
- Professional, well-organized, and able to work well both independently and within a collaborative

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