Group Sales Coordinator (Temporary)

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 DEMANDS The 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.