Visit Huntington Beach
Group Sales Coordinator (Temporary)
Visit Huntington Beach, Huntington Beach, California, us, 92615
Join the team at Visit Huntington Beach, one of the Orange County Business Journal's 2024 Best Places to Work in the OC!The Company:
Visit Huntington Beach (VHB) is the official destination marketing organization for Huntington Beach, CA. A 501(c)(6) non-profit organization, its mission is to support and advocate for the economic vitality and quality of life for the Huntington Beach community through inspirational destination marketing and brand management. Its programs include marketing, public relations, group sales, visitor and partner services, advocacy, and tourism development.
VHB embodies a community-focused spirit of service that is proactive and strategic. It places an emphasis on teamwork; staff engagement and commitment; diversity, equity, and inclusion; professional development and accountability; community support; and sustainability. The small, but mighty, staff represents the best of Huntington Beach at a professional, high-quality, laid-back luxury level.The Position:
The Group Sales Coordinator is responsible for supporting the Sales Team and their day-to-day operations. The position maintains the flow of the sales process between the VHB sales team, clients, and hotel partners under the direction of the Vice President of Sales. This is a temporary, part-time position scheduled for November 2024 - March 2025.ESSENTIAL DUTIES AND RESPONSIBILITIES
The responsibilities listed below are not comprehensive and may include other duties as assigned.
Customer Service (20%)
Act as liaison between Sales team and clients in Sales team absence
Provide telephone and message support for the department and respond to inquiries in a timely, clear and pleasant manner
Maintain a well-informed working knowledge of all Huntington Beach hotels, attractions, and services, both public and private
Work with staff members from other departments at VHB - marketing, tourism, digital, PR, and visitor services to assist with special requests and support.
Administration (60%)
Maintain customer profiles, contacts and additional records used in the Sales CRM
Act as the Group Sales system analyst using Simpleview CRM
Book and coordinate hotel, transportation, and amenity requests and reservations for VIP guests and clients
Create and maintain group sales fliers, invitations, travel calendar, sales presentations, and other projects as requested by Group Sales Team
Coordinate with other departments through verbal and written instructions
Work with Office Manager to order appropriate office supplies for sales team
Maintain supplies of sales presentation materials, brochures, amenities, and client gifts
Create and maintain reports in Simpleview CRM
Assist with maintaining Group Sales calendar
Support Group Sales team with invoice processing
Departmental Support (20%)
Assist with FAM tours, site inspections, trade-shows, and conferences attended by sales team members
Take RFP inquiry information via phone and VHB website, distribute to proper sales team member, and assign CVENT leads per team deployment
Assist with any budget related responsibilities as requested
Attend industry functions when necessary, may include morning or evening functions
Compose Group Sales incentive letters for clients and hotel partners
Exercise decision making skills to direct both internal and external requests
Liaison with hotel partners' accounting departments
WORK ENVIRONMENT AND PHYSICAL DEMANDSThe physical demands/conditions described below are representative of those that must be met/tolerated by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Ability to travel / drive to various locations
Ability to attend conferences or training sessions within Huntington Beach and in- or out- of state locations
Sitting at a desk for sometimes long and continuous periods of time
Occasionally standing for long periods of time
Answering or making calls on the telephone for sometimes long and continuous periods of time
Using a keyboard to perform research, and to communicate through written means for sometimes long and continuous periods of time
Looking at a computer monitor for sometimes long and continuous periods of time
Ability to carry up to 25 lbs
Occasionally standing, walking, reaching, and stooping
QUALIFICATIONS
Incumbents must demonstrate the ability to follow policies and procedures as established in the Company's Employee Handbook. Incumbents will also contribute to a positive work environment by behaving and communicating in a manner such that they get along with all constituent groups, co-workers, and management. In addition, the education, experience, and other skills listed below are representative of the knowledge, skills, and/or abilities required.
Education
High School Diploma required
Some college preferred
Work Experience
1-2 years of hotel experience preferred
1-2 years of Administrative Support
Key Skills Set
Must be self-directed, motivated, collaborative, and demonstrate intuitive customer service and interpersonal skills
Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy
Communicates clearly, concisely, and openly in all interactions
Ability to exercise sound judgement in decision making
Exceptional attention to detail, organizational, analytical and time management skills
Multi-tasks and prioritizes in a fast-paced work environment
Excellent problem-solving skills
Equipment and Applications
High proficiency in Office 365 (Word, Excel, Outlook, PowerPoint, Teams), Canva, Adobe Acrobat Professional
Working knowledge of CVENT software
Working knowledge of Simpleview CRM
Working knowledge of all standard office equipment including desk phones, laptops, and iPads
COMPENSATION AND BENEFITS
Pay Rate: $25-30/hour
Flexible schedule
Modern, professional, Surf City USA® lifestyle office environment and kitchen stocked with beverages and snacks
Visit Huntington Beach is an equal opportunity employer and does not discriminate against otherwise qualified applicants based on race, color, creed, religion, ancestry, age, gender, gender identity, sexual orientation, marital status, national origin, disability, handicap, veteran status or any other category protected by law.
Visit Huntington Beach (VHB) is the official destination marketing organization for Huntington Beach, CA. A 501(c)(6) non-profit organization, its mission is to support and advocate for the economic vitality and quality of life for the Huntington Beach community through inspirational destination marketing and brand management. Its programs include marketing, public relations, group sales, visitor and partner services, advocacy, and tourism development.
VHB embodies a community-focused spirit of service that is proactive and strategic. It places an emphasis on teamwork; staff engagement and commitment; diversity, equity, and inclusion; professional development and accountability; community support; and sustainability. The small, but mighty, staff represents the best of Huntington Beach at a professional, high-quality, laid-back luxury level.The Position:
The Group Sales Coordinator is responsible for supporting the Sales Team and their day-to-day operations. The position maintains the flow of the sales process between the VHB sales team, clients, and hotel partners under the direction of the Vice President of Sales. This is a temporary, part-time position scheduled for November 2024 - March 2025.ESSENTIAL DUTIES AND RESPONSIBILITIES
The responsibilities listed below are not comprehensive and may include other duties as assigned.
Customer Service (20%)
Act as liaison between Sales team and clients in Sales team absence
Provide telephone and message support for the department and respond to inquiries in a timely, clear and pleasant manner
Maintain a well-informed working knowledge of all Huntington Beach hotels, attractions, and services, both public and private
Work with staff members from other departments at VHB - marketing, tourism, digital, PR, and visitor services to assist with special requests and support.
Administration (60%)
Maintain customer profiles, contacts and additional records used in the Sales CRM
Act as the Group Sales system analyst using Simpleview CRM
Book and coordinate hotel, transportation, and amenity requests and reservations for VIP guests and clients
Create and maintain group sales fliers, invitations, travel calendar, sales presentations, and other projects as requested by Group Sales Team
Coordinate with other departments through verbal and written instructions
Work with Office Manager to order appropriate office supplies for sales team
Maintain supplies of sales presentation materials, brochures, amenities, and client gifts
Create and maintain reports in Simpleview CRM
Assist with maintaining Group Sales calendar
Support Group Sales team with invoice processing
Departmental Support (20%)
Assist with FAM tours, site inspections, trade-shows, and conferences attended by sales team members
Take RFP inquiry information via phone and VHB website, distribute to proper sales team member, and assign CVENT leads per team deployment
Assist with any budget related responsibilities as requested
Attend industry functions when necessary, may include morning or evening functions
Compose Group Sales incentive letters for clients and hotel partners
Exercise decision making skills to direct both internal and external requests
Liaison with hotel partners' accounting departments
WORK ENVIRONMENT AND PHYSICAL DEMANDSThe physical demands/conditions described below are representative of those that must be met/tolerated by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
Ability to travel / drive to various locations
Ability to attend conferences or training sessions within Huntington Beach and in- or out- of state locations
Sitting at a desk for sometimes long and continuous periods of time
Occasionally standing for long periods of time
Answering or making calls on the telephone for sometimes long and continuous periods of time
Using a keyboard to perform research, and to communicate through written means for sometimes long and continuous periods of time
Looking at a computer monitor for sometimes long and continuous periods of time
Ability to carry up to 25 lbs
Occasionally standing, walking, reaching, and stooping
QUALIFICATIONS
Incumbents must demonstrate the ability to follow policies and procedures as established in the Company's Employee Handbook. Incumbents will also contribute to a positive work environment by behaving and communicating in a manner such that they get along with all constituent groups, co-workers, and management. In addition, the education, experience, and other skills listed below are representative of the knowledge, skills, and/or abilities required.
Education
High School Diploma required
Some college preferred
Work Experience
1-2 years of hotel experience preferred
1-2 years of Administrative Support
Key Skills Set
Must be self-directed, motivated, collaborative, and demonstrate intuitive customer service and interpersonal skills
Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy
Communicates clearly, concisely, and openly in all interactions
Ability to exercise sound judgement in decision making
Exceptional attention to detail, organizational, analytical and time management skills
Multi-tasks and prioritizes in a fast-paced work environment
Excellent problem-solving skills
Equipment and Applications
High proficiency in Office 365 (Word, Excel, Outlook, PowerPoint, Teams), Canva, Adobe Acrobat Professional
Working knowledge of CVENT software
Working knowledge of Simpleview CRM
Working knowledge of all standard office equipment including desk phones, laptops, and iPads
COMPENSATION AND BENEFITS
Pay Rate: $25-30/hour
Flexible schedule
Modern, professional, Surf City USA® lifestyle office environment and kitchen stocked with beverages and snacks
Visit Huntington Beach is an equal opportunity employer and does not discriminate against otherwise qualified applicants based on race, color, creed, religion, ancestry, age, gender, gender identity, sexual orientation, marital status, national origin, disability, handicap, veteran status or any other category protected by law.