Sales Operations Coordinator

Wisconsin Center District - Milwaukee, WI

Full-time

Milwaukee, WI

Performing Arts, Spectator Sports, and Related Industries

About the position

The Sales Operations Coordinator plays a crucial role in enhancing the efficiency and effectiveness of the sales process at the Wisconsin Center District. Reporting to the Associate Director of Sales, this position involves collaboration with various departments and partners to support the sales team in administrative and operational tasks, ensuring smooth communication and project management. The coordinator will assist in proposal preparation, client communication, and the overall sales strategy, contributing to the success of events and client satisfaction.

Responsibilities

• Provides direct sales administrative support to the WCD Sales team and the Sports and Entertainment Sales team.
• Manages all sales related activity including creating outgoing proposals, compiling orders, creating media kits, and maintaining client accounts.
• Communicates workflow of projects through the Momentus CRM system and to the Sales team.
• Maintains professional channels of communication across the entire WCD organization and to WCD clients.
• Ensures that all event contracting is sent to clients in an appropriate time, including follow-up on outstanding contracts, necessary event insurance, and deposit invoices.
• Assists in gathering, tracking, filing, and writing completion reports about the effectiveness of each project and program.
• Conducts content research and maintains notes and documentation for all sales efforts.
• Gathers content and information from the sales team and supports marketing in the social media content calendar.
• Active member on the CRM system project management team.
• Researches information to support the competitive set analysis review for sales, exhibitor services, and IT departments.
• Captures all online sales inquiries, blocks appropriate dates on the event calendar, and sources leads to appropriate sales managers.
• Generates weekly and monthly sales reports for WCD Sales and Leadership teams from Momentus.
• Preserves accurate records and history of activity through electronic project files for sales efforts.
• Assists in the timely completion of required documents for events, including running and using booking activity reports to follow up on overdue items.
• Responds to a high volume of sales inquiries by phone, email, and in writing while maintaining a high level of customer service.
• Assists with client space holds when the team is otherwise engaged or unavailable.
• Contributes to the implementation of sales plan initiatives.
• Connects the WCD Sales and Event Operations teams to the client once a contract is signed and confirmed.
• Supports the Associate Director of Sales, Contracting Coordinator, and CRM System Manager to ensure a smooth contracting process and follow up on necessary documents.
• Maintains data integrity of all sales functions within Momentus.
• Verifies post-event reporting and ticket counts and enters them into the booking system.
• Provides representation to clients when a Sales Account Manager is not available.
• Compiles and distributes client surveys along with creating and receiving client event deposits.
• Prepares accurate and timely license agreements and amendments when the Contract Coordinator is otherwise engaged or unavailable.
• Supports the VP of Sales throughout the annual budgeting process.
• Promotes WCD events by attending offsite functions as well as supporting internal client functions.
• Other responsibilities and duties as assigned by management.

Requirements

• Associates degree from an accredited college or university with a major in business or related field or equivalent number of years of experience.
• Proficient in MS Office (Excel, PowerPoint, Word, Access), and MS Outlook.
• Strong project management and organizational skills with attention to detail.
• Exceptional interpersonal skills and ability to navigate organizations to build relationships.
• Exceptional communication skills and situational adaptability.
• Excellent business writing skills and the ability to maintain confidentiality.
• Ability to work independently and efficiently; exercise initiative and good judgement.
• Flexible and comfortable working under pressure in a fast-paced environment.
• Ability to work flexible and irregular hours that may vary due to functions.

Nice-to-haves

• Three to five years of related experience as an Executive Assistant, Office Manager, or a related administrative role.
• Advanced Microsoft Excel skills.