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Coordinator, Sales
AEG
Honolulu, HI, United States
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Located within walking distance of Waikiki, the Hawaii Convention Center is like no other in the world. Open to the outdoors - with terraces, lanais, courtyards, waterfalls, and fishponds - this remarkable facility combines the latest in cutting edge technology with authentic Hawaiian ambience. Our cultural diversity and legendary spirit of aloha encourage attendees to see the world in a new light, so it's no surprise that people accomplish more when they meet here. Best of all, the warmth of Hawaii and its people continue to inspire, long after meetings have ended.
SUMMARY OF POSITION
• Provides administrative assistance and sales support to Sales Directors, as required, to ensure company goals and strategies are carried out efficiently, effectively and accurately on a daily basis. Client contact involvement is key in this role and candidate must display a high level of professionalism and customer service skills to both internal and external customers.
• Applies principles of our Mission Statement, Vision, HCC Values and ENCORE principles to role.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Assist clients with all requests and questions pertaining to sales, Letters of Confirmation and/or License Agreements, Certificates of Insurance and all other related documentation that confirms a group booking. Will field all sales call inquiries, which include communicating general booking policies, rules and regulations and sending sales information packets. Handle sales calls pertaining to all types of events.
• Inputs manager’s activity in the sales travel calendar for department.
• Helps to support sales team members needs when required.
• Process purchase orders for sales events, HCC contractors, Advertising, etc.
• Coordinates site inspections (appointments, itineraries, site profile, and amenities) for those managers the role supports, and other managers when required.
• Coordinate promotional activity and client events as needed.
• Assist in coordination and administration of annual trade shows and/or attendance promotions as needed and/or to help support other sales admins in this process as needed.
• Types, drafts and completes documents per written or oral instruction including letters, memoranda, notices, license agreements, space addendums, reports, tabulations, and other related materials; proofreads work; makes appropriate copies and distribution. Ensures that work output is accurate and professional in appearance.
• Schedules meetings, conference rooms, and luncheons for sales department. Takes and transcribes minutes for meetings.
• Computer skills including Microsoft Office Programs, Outlook, PowerPoint and Excel (Excel a must). Skill utilizing Center database system, EBMS (training provided) and MINT.
• General office duties which includes but are not limited to, processing incoming and outgoing mail, supply ordering/inventory, making copies, faxing, assisting w/scheduling and coordination of sites, administrative assistance to prepare for manager trips as needed as well as preparing all expense reports for manager’s assigned to. Prepares, manages and distributes all month-end activity reports for the managers in which the role supports.
• Prepare and process all accounting forms including check requests, purchase requisitions, initiative forms, invoice statements, work orders, and other related forms. Track receipt of signed paperwork and follow up on outstanding items.
• Full working knowledge of the Ungerboeck System, pricing, booking events, event changes, account information, running reports, short cuts, etc.
• Assist all managers in which role supports, in completing rental calculations for client proposals and follow-up.
• Assist in preparing bid books for group bids, including all quotations for center space and room blocks, along with appropriate collateral, as necessary.
• Assist in issuing license agreements to clients; keeping track of all license agreements, space revisions, and addendum issues; assist in the preparation of license agreements, space revisions, and addendums and help to facilitate changes to these documents.
• Must have and utilize full working knowledge of the Ungerboeck System, pricing, booking events, event changes, account information, running reports, short cuts, etc.
• As a development area, able to perform site inspections when needed. Contribute to tracking of sales leads and site inspections.
• Enter data in company computer system(s).
• Update key staff members of all activities scheduled in the facility including any changes in the schedule areas of dates, cancellations, etc.
• Provide team back-up support to all sales staff (Manager’s and coordinators) on special projects and other related administrative needs. Performs assigned duties as needed or assigned by the managers the role supports, VP of Sales & Marketing and/or the General Manager.
• Performs other related duties as may be required and/or assigned.
SUPERVISORY RESPONSIBILITIES
• None
EDUCATION AND EXPERIENCE REQUIRED
• Bachelor’s degree from an accredited college and/or business school with an emphasis in business, or related field with certification
• A minimum of (3) three years of responsible work experience within the field of sales or marketing – within the travel industry (preferred, but not required), performing the actual essential duties and responsibilities listed above or tasks closely related.
• Or, any combination of education and experience which would provide the necessary knowledge, skills and abilities to meet the minimum qualifications to perform the essential functions of this position.
KNOWLEDGE AND SKILLS REQUIRED
• Duties require the use of considerable initiative, creativity, judgment, problem-solving, and working under minimal direction.
• Attention to detail; logical reasoning; ability to formulate ideas and opinions; ability to handle multiple priorities; organized; ability to anticipate needs of the company; implement short and long term solutions to needs; ability to plan and implement projects; ability to resolve complicated / customer service issues.
• Requires working under occasional deadlines or pressure; dealing with difficult people or situations involving complex issues; and establishing and maintaining cooperative and productive work relationships. Must have outgoing, positive attitude in dealing with clientele and employees.
• Ability to write and compose correspondence, contracts, memorandums, and reports manually and through the computer or e-mail; ability to negotiate contracts; ability to make presentations to clients, vendors, and company executives.
• Work Habits: responds quickly; seeks learning activities; applies knowledge and skills; approaches change or newness positively; takes risks in learning; ensures high quality; takes action; prioritizes
• Relationship Skills: nurturing relationships; communicates time frame; seeks opportunities; earns the trust of others; communicates effectively/ensures understanding; building collaborative relationships
• Personal Attributes: reliability; uses good judgment/discernment; operates with integrity; uses key principles; persists in efforts; maintains focus; displays professional demeanor; demonstrates HCC core values and encore principles
• Build the Organization: innovation (applies original thinking to approach in job); customer loyalty (uses key principles); comprehends communication from others; contributes to the organization's sustainability efforts;
• Must have the ability to work harmoniously in a team setting exhibiting the “Aloha Spirit” to fellow workers, guests, clients and the community.
PHYSICAL REQUIREMENTS:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:
• Must be physically able to access all work areas and perform all tasks and services required to fully perform the requirements of the job.
• Must be able to lift and carry 25 lbs.
• Must be physically able to frequent sitting, standing, walking, lifting, grasping, fingering, bending, stretching and repetitive motions for long periods of time.
EXPECTED HOURS OF WORK
• Availability to work additional hours or weekends, as schedule and business needs require.