Sales Coordinator

OVERVIEW

The Sales Coordinator provides essential administrative and service support to Visit Duluth’s meetings and conventions sales team. This position helps ensure the smooth operation of sales activities, assists meeting planners and partners with information and coordination, and maintains accurate and up-to-date data in Visit Duluth’s CRM and service systems.

Working closely with the Director of Sales and Sales Manager, this role supports the full sales cycle—from lead response to event execution—and contributes to the organization’s overall goals of driving year-round visitation, improving client experiences, and implementing best practices that reflect industry standards and Visit Duluth’s evolving vision.

Key Responsibilities

Sales & Service Support

• Provide administrative and logistical support to the Director of Sales and Sales Manager.
• Assist with coordination between meeting planners, hotels, venues, and partner organizations to ensure seamless event servicing.
• Support fulfillment of meeting planner needs, including assembling welcome materials, packaging gifts, and organizing on-site information tables.
• Maintain and update the Visit Duluth services directory, maps, and collateral used by meeting and convention groups.
• Attend and assist at select meetings or conventions to represent Visit Duluth and strengthen planner relationships.
• Track client feedback and help identify service enhancements that align with current industry best practices.

CRM & Data Management

• Maintain the iDSS CRM system with accurate information on leads, contacts, confirmed business, and event history.
• Assist in generating reports on sales activity, lead conversions, and post-event room pickup.
• Help coordinate training and data entry consistency for Visit Duluth staff and partner users.
• Stay current on iDSS software updates and modules; share relevant improvements or efficiencies with the sales team.

Administrative & Communications Support

• Prepare mailings, digital communications, and collateral for prospective or confirmed meeting groups.
• Assist in preparing materials for trade shows, familiarization (FAM)/site tours, and partner meetings.
• Schedule Director of Sales (DOS) meetings and take minutes; distribute recaps and key action items.
• Maintain the shared convention calendar, partner alerts, and internal reports for the sales department.
• Support the development of presentations and updates for committees, partners, and the board as requested.
• Fill in for Office Coordinator when needed.
• Other duties as assigned.

Industry Awareness & Organizational Alignment

• Stay informed on tourism, meetings, and convention industry trends to support continuous improvement within the sales function.
• Recommend process or service enhancements based on emerging best practices and client feedback.
• Ensure all activities and communications align with Visit Duluth’s organizational goals, tone, and brand identity.
• Contribute to a collaborative and solutions-oriented work culture that supports Visit Duluth’s broader restructuring and strategic vision.
• Maintain strong, collaborative relationships with the DECC, lodging partners, attractions, and event venues to ensure seamless service delivery.

Qualifications

• Associate’s degree or equivalent experience in business, hospitality, or related field.
• 1–3 years of experience in administrative support, customer service, or hospitality preferred.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office and CRM/database software (iDSS or similar preferred) or willingness to learn.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities in a dynamic, team-oriented environment.
• Enthusiasm for Duluth and a commitment to providing excellent service to visitors and partners.

Additional Requirements and Working Conditions

• Must possess a valid driver’s license.
• Must be able to lift and carry up to 25 pounds occasionally.
• Must be able to sit, stand, and/or walk for extended periods, and occasionally bend, kneel, or reach.
• Must be able to operate standard office equipment (computer, phone, copier, etc.) and communicate effectively in person, over the phone, and in writing.
• Position may require occasional evening, weekend, or holiday hours, and occasional travel within and outside Duluth.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.
• Must be legally authorized to work in the United States.

Wage starting at $20.00/hour DOQ.