Under general supervision, the Sales/ Booking Coordinator duties include sales responsibilities for booking short- term meetings or conferences, banquet functions and non-profit events. This position acts as a liaison between the facility and clients, and works closely with Event Services and Catering, ensuring all clients’ requirements are met and facility rules, regulations and policies are adhered to. The Sales/ Booking Coordinator also works closely with Visit OKC and hotels’ short-term book... more details
POSITION SUMMARY
Under general supervision, the Sales/Booking Coordinator duties include sales responsibilities for booking short- term meetings or conferences, banquet functions and non-profit events. This position acts as a liaison between the facility and clients, and works closely with Event Services and Catering, ensuring all clients’ requirements are met and facility rules, regulations and policies are adhered to. The Sales/Booking Coordinator also works closely with Visit OKC and hotels’ short-term booking salesperson in joint efforts to promote both facilities.
ESSENTIAL DUTIES & RESPONSIBILITIES
Contact prospective users of the Oklahoma City Convention Center for meetings, banquets and non-profit events to initiate sales effort for short term bookings.
Follow up on event leads from outside sources.
Develop sales strategy for soliciting primarily short-term business (500 or less attendees)
Meet and/or exceed projections, schedules and timelines.
Coordinate promotional activities for development of local event bookings for OKCCC, working with Visit OKC and our OKCCC Central Region Sales Manager.
Attend CRM (Momentus) Illuminate Conference and/or trainings as required.
Submit proposal with rates and recommended space usage for events; hold space in Momentus booking software.
Manage client database for prospects and follow-up with clients periodically to assess any future needs.
Conduct facility tours for prospective clients and discuss options with site selection committees.
Negotiate, compile and execute sales contracts and agreements.
Utilizing company event management software program (Momentus), maintain booking calendar with current tentative and definite holds, organize and input other documents; ensure all pertinent event information is available.
Train with Momentus on updates & changes to the software that need to be implemented and train Sales & Event Staff on usage.
Comply with company policies and procedures for sales/booking answering related questions only within authority.
Work with counterpart in the Event Services Department to ensure effective communication and workflow between both departments.
Work extended and/or irregular hours including nights, weekends and holidays, as needed.
May perform other duties as assigned.
QUALIFICATIONS
Position requires ability to:
Operate a personal computer and other standard office equipment, be proficient in Word, Excel and Power Point, and have a basic understanding of booking software systems or similar Sales Management software program.
Maintain an effective working relationship with clients, patrons, employees, exhibitors and others encountered in the course of employment.
Organize and prioritize work to meet deadlines. Work effectively under pressure and/or stringent schedule and produce accurate results.
Recommend solutions to create efficient processes for booking software.
Accurately placing events on current Momentus system, placing all back up documentation into the system and being able to review, and pull information from the system as directed.
Energetic team player with ability to "switch gears" as workload requires.
Able to work alone on a broad variety of projects. Exercising judgment and initiative.
Ability to operate a personal computer and use a variety of software applications in a windows environment. High proficiency in Microsoft Excel, Word, Outlook, and Internet Explorer.
Willingness to take direction, learn and grow.
EDUCATION AND/OR EXPERIENCE
Required: Two (2) years of college level business training and two (2) years of experience as administrative support within a sales organization or department, or an equivalent combination of education and experience.
Preferred: A degree in business administration, management or marketing. Experience within the convention, hotel, tradeshow, sports, entertainment and special events industry .
ASM Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRRA Federal Contractor.
