Job Title:Sales Assistant
Department:Sales
Reports to:Director of Sports, Tourism and Convention Sales
FLSA Status:Non-Exempt
SUMMARY:
This position is a dual role which provides administrative sales support to the Sales & Services Departmentand as a receptionist for the Valley Forge Tourism & Convention Board (VFTCB). Located in the main lobby of the suite, this position will provide awelcoming, firstimpression of the VFTCB to all visiting members, clients and guests.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Sales Assistant: Assumes administrative responsibility to support activities of Sales Department supporting Tourism, Sports, Convention Sales and Services. Performs telephone, clerical and computer duties to assist and support department staff in promotion of group business in Montgomery County.
•Reception Desk Area – Greeting, Welcoming visitors & Phone Coverage
•Warmly welcomes on-site visitors and announces visitors to appropriate personnel
•Contributes to the success of the Board’s strategic plan and adheres to its core ideology
•Answers incoming telephone calls, determines purpose of calls and forwards calls to appropriate personnel
•Manages phone inquiries, provides area information, directions and other pertinent tourism information
•Ensures adequate receptionist phone coverage during lunch
•Lobby & Boardroom Maintenance; ensures these areas are neat/clean and fully stocked with the latest collateral
•Makes sure the lobby and boardroom refrigerator is fully stocked with bottled waters
•Takes care of coordinating seasonal decorations; Order supplies for printer /copiers
•Ensures the lobby TV is on and playing with latest branded videos
•Organizes and maintains file system, and files correspondence and other records
•Manage association membership for the sales team
•Support Sales, Services & Membership Events; misc. projects for sales & membership teams
•Welcome Bags Assistance; VFTCB mass mailings and Visitor Guide fulfillment
•Routes incoming mail & prepares outgoing mail and correspondence, including e-mail, faxes and mass mailings
•Makes copies of correspondence or other printed materials
•Compiles monthly inquiry report through CRMCollect College Hot Dates for year list
•Contact Member Hotels for changes in staff & updates our CRM System
•Check Expo Calendar & Research others; Manage RSVPs for VFTCB
•Assists Sales & Services with tradeshow preparations, client events, sales mission and follow-up tasks
•Manage CRM Pick-up Report on definite (previous week/weekend);CRM Definite Bookings into DMAI
•Assist with managing and creating sales kit inventory & welcome gifts; help create New Hire Welcome binders
•Mail Room/ UPS assistance / clean up (as needed), Expense Report Assistance, Material Mailing,
•Assist with Promo items for Sales, Membership, Kiosk, and Re-orders
QUALIFICATIONS: To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. The requirements listed below are representative of knowledge, skill and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION/EXPERIENCE: A college graduate with least 2-3 years of experience in a customer service or sales related position or equivalent combination of education and experience.
COMPUTER CAPABILITY: Knowledge of database management, Microsoft Office Suite, mass mailing and e-mailing, mail merge of word processing and Internet research.
LANGUAGE SKILLS: Ability to present routine written reports and correspondence; converse with a diverse group of people and staff at various levels. The ability to effectively present information and respond to questions from supervisor, peers, tourists and the public.
MATHEMATICAL SKILLS: Ability to calculate figures and draw reasonable conclusions from those figures. Must be able to accurately maintain counts of collateral material inventory.
REASONING ABILITY: Ability to define problems, collect data, distribute information to appropriate parties, establish facts and draw reasonable conclusions.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is frequently required to stand, walk, sit, talk and hear. Employee will have to be able to lift to forty pounds.