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Venue Experiences Sales Coordinator

DEPARTMENT

VENUE EXPERIENCES

TITLE

VENUE EXPERIENCES SALES COORDINATOR

REPORTS TO

SENIOR MANAGER, VENUE EXPERIENCES

SUPERVISES

DOES NOT SUPERVISE STAFF

DATE WRITTEN/REVISED

FEBRUARY 2019



SUMMARY

Interested in Events and all things Pop Culture? Want to join a non-profit that allows you to wear many hats? This role is a great fit for anyone who wants to be busy, never be bored, and embrace each day being different than the day before.

The Venue Experiences Coordinator’s primary responsibilities will be supporting inbound sales for custom events at MoPOP with effective input and utilization of CRM data and database (EventPro).


ESSENTIAL FUNCTIONS (OTHER DUTIES AS ASSIGNED)

  • Assist with event prospects, including site visits and sales calls
  • Process and respond to all inbound inquiries
  • Develop and prepare proposals and information on events for potential clients
  • Create and process contracts, and ensure that all event files have a fully executed contract, monitor payment and proof of insurance prior to event date, including updating EventPro, CBR and other resources
  • Support EventPro (Database) efficiently and accurately, including, managing input of all clients and prospects, pulling reports, as well as new database transition as needed
  • Self-starter that is comfortable jumping in and finding solutions
  • Driven by personal success and growth
  • Have a passion for getting others excited about contemporary pop culture
  • Communicate effectively with Catering partner and Finance department to ensure MoPOP & client’s requirements are met
  • Assist with implementation of marketing to potential clients, including client events and outreach
  • Build client relationships and generate sales by participating in outside vendor and industry activities
  • Ensure an efficient, cost-effective operation by working with internal teams assigned an event
  • Maintain a professional appearance and generate positive public relations with clients and staff by maintaining a positive and professional reputation around town
  • Assist with post event survey creation
  • Assist with client follow-up after event, thank-you acknowledgments, and event survey
  • Solicit quotes from third-party vendors as needed
  • Maintain clear communication with Sr. Manager regarding client special requests outside of “normal” operation. Assist MoPOP’s Sales and Service team as needed with ad hoc projects
  • Ability to work independently on projects and proactively seeks clarification when needed
  • Regular/predictable attendance


QUALIFICATIONS (EDUCATION/EXPERIENCE/CERTIFICATIONS)

  • Must have experience in event planning, sales, coordination and/or production, preferably in the arts, entertainment, or hospitality fields
  • Must be willing and able to work a flexible schedule as determined by business volume
  • Must be willing and able to work evenings, weekends, and holidays
  • Have the ability to work effectively with a wide variety of people; clients, staff, vendors and the general public
  • Excellent verbal and written communication skills required
  • Must be detail-oriented, with strong organizational skills in order to manage a continuous workflow in a high volume, multi-tasking environment
  • Must be willing and able to transport themselves to client meetings and sales calls off-site as needed
  • Proven ability to provide effective customer service for internal and external client groups
  • Demonstrated ability to work effectively in a collaborative team environment with a dynamic range of people
  • B.A. in Business Administration, Communication, Hospitality or related field. Proficient in Microsoft products (Word, Excel, Visio, etc.). Experience with EventPro or database as well as mapping systems (CAD, CAD Planners, etc) preferred
  • Ability to handle stress and stay organized, focused, even-tempered and congenial when faced with multiple deadlines


WORK ENVIRONMENT + PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to sit, stand and walk. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee is frequently required to lift up to 30 pounds, and occasionally up to 50 pounds.

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