Sales/Booking Coordinator

Unclassified - Oklahoma City, OK

Full-time

Oklahoma City, OK

About the position

The Sales/Booking Coordinator position is a vital role within the Oklahoma City Convention Center, primarily responsible for managing sales efforts related to short-term meetings, conferences, banquet functions, and non-profit events. Under general supervision, the coordinator acts as a liaison between the facility and clients, ensuring that all client requirements are met while adhering to facility rules, regulations, and policies. This role requires close collaboration with Event Services and Catering teams, as well as with Visit OKC and hotel sales personnel to promote the facilities effectively. The coordinator will initiate contact with prospective users of the convention center, following up on event leads and developing a sales strategy focused on short-term business, specifically targeting events with 500 or fewer attendees. The position demands meeting or exceeding sales projections, schedules, and timelines while coordinating promotional activities to enhance local event bookings. The coordinator will also be responsible for submitting proposals, managing client databases, conducting facility tours, and negotiating sales contracts. Utilizing the Momentus event management software, the coordinator will maintain the booking calendar, organize event documentation, and ensure that all pertinent information is readily available. In addition to these responsibilities, the Sales/Booking Coordinator will be required to work extended and irregular hours, including nights, weekends, and holidays, as needed. The role may also involve training staff on the use of booking software and ensuring effective communication between departments to facilitate smooth operations.

Responsibilities

• Contact prospective users of the Oklahoma City Convention Center for meetings, banquets, and non-profit events to initiate sales efforts for short-term bookings.
• Follow up on event leads from outside sources.
• Develop sales strategy for soliciting primarily short-term business (500 or less attendees).
• Meet and/or exceed projections, schedules, and timelines.
• Coordinate promotional activities for the development of local event bookings for OKCCC, working with Visit OKC and the OKCCC Central Region Sales Manager.
• Attend CRM (Momentus) Illuminate Conference and/or trainings as required.
• Submit proposals with rates and recommended space usage for events; hold space in Momentus booking software.
• Manage client database for prospects and follow up with clients periodically to assess any future needs.
• Conduct facility tours for prospective clients and discuss options with site selection committees.
• Negotiate, compile, and execute sales contracts and agreements.
• Utilize company event management software program (Momentus) to maintain booking calendar with current tentative and definite holds, organize and input other documents, and ensure all pertinent event information is available.
• Train with Momentus on updates & changes to the software and train Sales & Event Staff on usage.
• Comply with company policies and procedures for sales/booking, answering related questions only within authority.
• Work with counterpart in the Event Services Department to ensure effective communication and workflow between both departments.
• Work extended and/or irregular hours including nights, weekends, and holidays, as needed.

Requirements

• Two (2) years of college level business training.
• Two (2) years of experience as administrative support within a sales organization or department, or an equivalent combination of education and experience.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Basic understanding of booking software systems or similar Sales Management software program.
• Ability to operate a personal computer and other standard office equipment.
• Detail-oriented with strong organizational skills.
• Effective communication skills, both oral and written.
• Ability to work effectively under pressure and meet deadlines.
• Energetic team player with the ability to adapt to changing workloads.

Nice-to-haves

• A degree in business administration, management, or marketing.
• Experience within the convention, hotel, tradeshow, sports, entertainment, and special events industry.