Providence Warwick Convention & Visitors Bureau

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Career Opportunities

Job Title:
Sales and CRM Support Coordinator

Reports To:
Vice President of Sales & Services  

Classification:
Non-Exempt

Summary:
The Sales Support and CRM Coordinator will work directly with the sales team to ensure that all the administrative and support functions of the department are operating effectively. This Coordinator is vital to the success of the department and is often the key team member on many special projects. In addition, this Coordinator administers multiple basic maintenance functions of the web-based CRM (customer relationship management system) with a primary goal of ensuring data integrity and quality of data used to drive our sales efforts. Independent judgment is required to plan, prioritize, and organize diversified workload.

Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Perform general administrative functions and assist the meetings and conventions sales department in day-to-day operations, including but not limited to:
    • Generation of weekly, monthly, quarterly and annual sales reports from PWCVB customer relationship management software (CRM) and prepare data for reporting to stakeholders
    • Translate monthly sales reports into PowerPoint presentations for stakeholder groups
    • Prepare all departmental check requests and purchase orders
    • Assign billing account codes according to department budget
    • Prepare monthly expense reports for sales and service managers
       
  • Research, plan and assist in executing all details of department events, including but not limited to:
    • Site Inspections
    • Prospective client events
    • Appreciation events
    • Familiarization tours
    • Sales missions
       
  • Coordinate all aspects of sales department tradeshow participation including but not limited to:
    • Registration and travel arrangements
    • Planning and logistics related to tradeshow booth and exhibitor materials shipping
    • Tradeshow related expense tracking
    • Schedule partner cooperative opportunity participation and complete invoicing
       
  • Assist the sales team with the preparation of both hard copy and electronic bid books/proposals
  • Prepare definite group files for turnover to convention services team
  • Serve as the in-house CRM specialist.  Generate reports, input data and train new users
  • Work directly with sales managers to map and block function space in VenueOps, the convention center diary
  • Assist with departmental and organizational projects as assigned by the VP of Sales & Services
  • May be responsible to present data in charts, graphs, tables or other formats for customer or stakeholder presentations
  • Provide switchboard relief for the receptionist as needed
  • Other related duties as assigned by the VP of Sales & Services or sales team

Competencies:

  • Technical Capacity with strong MS Excel skills 
  • Personal Effectiveness/Credibility
  • Thoroughness
  • Collaboration skills
  • Flexibility
  • Solid, independent project management skills
  • Excellent oral and written communication skills as this position will require interaction with prospective and current clients
  • Proactive
  • Detail oriented
  • Strong time management skills
  • Organized
  • Strong customer service and business etiquette skills
  • Committed to continually improving processes
  • Strong problem-solving skills

Work Environment:
This job operates in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and fax machines.

Physical Demands:
While performing the duties of this job, the employee is regularly required to talk and hear. This position is active and requires sitting, standing, walking, and bending. The employee may have to lift boxes/items weighing up to 25 lbs.

Position Type/Expected Hours of Work:
This is a full-time position. Days and hours of work are typically Monday through Friday, 8:30 a.m. to 5 p.m. On occasion, some evenings/weekends/holidays may be required.

Travel:
Minimal travel may be required to accommodate client events and trainings

Requirements:

  • Working knowledge of Microsoft Office software products, including PowerPoint, Excel, Word and ability to quickly learn industry related  software
  • Proven experience successfully managing multiple projects in a fast-paced environment
  • Comprehension of basic accounting and budgeting procedures

Preferred Education and Experience:

  • College degree or equivalent or relevant work experience  
  • Hospitality experience preferred
  • Simpleview, CVENT, and MINT experience preferred but not required

Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Interested applicants should email an introduction letter and resume to Anissa Ladd, Director of National Accounts at Aladd@goprovidence.com prior to end of day, October 6, 2021.