Sales Coordinator | Full-Time | Miami Beach Convention Center

About the role

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.

Responsibilities

• 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 a bi-monthly update of the Calendar of Events.
• Administer booking leads from the Greater Miami Convention & Visitors Bureau, Cvent and the website.
• Aids 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 the sales department for all requests for dates and space by other departments.
• Affords assistance to the Associate Director of Sales and Sales Managers with tracking rental applications, past-due contracts, and outstanding payments.
• Maintains all digital filing in online client sales files.
• Affords assistance to the Sales Managers in the preparation of contracts, contract revisions, and addendums.
• Answers incoming phone calls and email inquiries for the Sales Department.
• Acts as sales lead for all City of Miami Beach events and Rum Room and Venu events.
• Affords assistance 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 meetings and prepares/distributes the agenda.
• Affords assistance 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.
• Affords assistance 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.
• Manages bookings in the Momentus Technologies Booking / CRM platform.
• Affords assistance in optimizing data, digital systems integrations, and lead generation sources.
• Works with digital selling strategies via LinkedIn, Cvent, and emerging online platforms, including the implementation and usage of Artificial Intelligence (AI) tools approved by OVG.
• Affords assistance in developing and implementing sales strategies and marketing plans to promote and sell the MBCC and its campus.
• Compiles data and prepares monthly sales reports, annual sales reports, as well as revenue projections, sales statistics, data visualizations, booking data of events (database), etc.
• Affords assistance in 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.
• Captures and distributes post-event surveys and customer feedback reporting.
• Other duties and responsibilities as assigned.

Qualifications

• 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 is preferred.
• Minimum of 1-2 years of experience in an administrative support position, preferably in a sales capacity at a hotel, convention center, or related meeting industry.
• Strong negotiation, communication, and interpersonal skills.
• Bi-lingual (English/ Spanish) preferred.
• Advanced oral and written communication skills.
• 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 interpersonal skills.
• Ability to undertake and complete multiple tasks.
• Contract development and negotiations, including venue event license agreements, service agreements, contract management, and sponsorship 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.
• Demonstrated proficiency with Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS SharePoint, MS Teams and MS Outlook).
• Knowledge of a booking system / CRM.
• Strong office technology and data analytics skills (Business Intelligence (BI) and Artificial Intelligence (AI) skills).