Convention Sales and Services Coordinator

DEPARTMENT: Convention Sales and Services               

LOCATION: This position is primarily stationed at the Lake Terrace Convention Center however; position will require local travel to all Hattiesburg Convention Commission facilities. Travel may also be required to off-site events and conferences.

SHIFT: Full time, with occasional nights and weekends when necessary     

REPORTS TO: Convention Sales and Services Manager

SUMMARY: The Convention Sales and Services Coordinator will perform a variety of sales, customer service support, contract preparation, event planning, event coordination, and other related activities as required. The Convention Sales and Services Coordinator is responsible for all tasks related to selling and booking events, as well as working with the client from the planning and organization stages to the conclusion of their event.

DUTIES AND RESPONSIBILITIES: 

•    Provides exemplary customer service to all clients and partners to ensure a positive, memorable experience, complete with accurate and helpful information.

•    Establishes and maintains excellent professional relationships with clients and guests.

•    Assists in preparation of promotional activities to include trade shows, sales calls, blitzes, and other special projects. 

•    Processes initial sales inquiries via telephone and email in an efficient and expeditious manner. 

•    Meets with groups to determine needs and to explain facility capabilities and policies.

•    Follows booking procedures and execution of contracts for the Lake Terrace Convention Center through Momentus.

•    Assists tenants in the planning of their events and performs related responsibilities as required.

•    Ensures that tenant requirements are met and facility rules, regulations and policies are adhered to.

•    Provides accurate event billing information and collects event payments.

•    Serves as facility representative for all events. 

•    Opens and secures facilities before and after events.

•    Develops detailed plans and diagrams for each event and oversees the distribution to facility personnel for implementation of all contractual obligations.

•    Prepares detailed outlines and instructions for events as required, as well as prepares drawings illustrating event requirements.

•    Prepares event checklists to coordinate supportive services required by tenants before and during events at the facility.

•    Makes or arranges for last-minute adjustments in room or equipment set-ups at the request of lessee or to assure compliance with safety measures and prepares accurate statement of additional charges.

•    Handles settlement of non-ticketed events, including the tabulation of billing and preparation of billing and preparation of final invoices.

•    Researches operational procedures, conducts surveys, and makes recommendations for improvement of services.

•    Establishes and maintains effective working relationships with employees, lessees, municipal officials, service contractors and the public.

•    Functions as liaison between licensee and the center staff.

•    Interacts with other center staff in a courteous, cooperative and professional manner.

•    Notifies Convention Sales and Services Manager of facilities or equipment in need of repair or replacement.

•    Monitors assigned event requirements as interfaced with other events and activities scheduled in the center.

•    Works irregular schedule as required to ensure proper supervision of all events and activities scheduled at facility, this will include nights, weekends and holidays as required.

QUALIFICATION REQUIREMENTS:

 Education and Work Experience 

•    College Degree in Hospitality Management, Business, Communications (or similar field of study).

•    Must retain a valid Driver’s License and meet the eligibility requirements to drive while conducting company business and possess reliable transportation for duties required by this position. 

•    Proficient in Microsoft Outlook and Microsoft Office products with the ability to quickly learn the use of other essential computer programs.

•    Exceptional written and oral communication skills, as well as presentation skills

Knowledge and Skills:

•    Capable to function independently in a multi task environment, as well as part of a team. 

•    Ability to identify and prioritize tasks.

•    Well organized and detail orientated.

•    Ability to calculate figures and amounts.

•    Ability to demonstrate effective motivational skills.

•    Ability to demonstrate good oral and written communications as well 

•    Ability to anticipate and effectively deal with a significantly large number of details with concurrent and overlapping deadlines for completion

•    Knowledge of planning and coordinating service requirements for a variety of association, theatrical, entertainment, industrial, educational, meeting, convention, and social events.

•    People relations, oral and written communications, contract negotiations, program planning and fiscal responsibility and reporting.

•    Establish and maintain effective working relationships with fellow staff and facility users.

•    Work effectively with promoters, sponsors, stage managers, various group representatives and the general public.

•    Plans, services and supervises a variety of meeting and commercial events.

•    Knowledgeable in all event-related and departmental procedures established by the facility.

•    Be prepared to interact with fellow employees with respect to policies, procedures and overall operating guidelines of the facility.

•    Supervise and monitor the coordination of events within the facility and maintain an excellent public image for the Center.