Booking and Sales Coordinator

Alachua County; Gainesville (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Alachua County seeks a seasoned sales professional to generate and convert business for the ACSEC and county facilities within the Tourism and Economic Development Department.

You will lead outreach, qualify leads, prepare proposals, conduct tours, negotiate bookings, and maintain relationships with event organizers and partners to increase facility utilization and revenue.

Qualifications

• Bachelor’s degree in Marketing, Public Relations, Business Administration, Public Admininistration, Tourism/Hospitality, or a related field and two years of professional experience in sales, business development, venue sales, event planning, hospitality, tourism, meetings, conventions; or any equivalent combination of related training, education, and experience.
• Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.
• Certified Crowd Manager Training is required within 30 days of employment and provided by the County. Successful completion of all applicable background checks pre-hire and ongoing are required.

Responsibilities

• Develop new business, responding to incoming inquiries, qualifying leads, conducting sales outreach, preparing proposals, conducting facility tours, negotiating and securing bookings, and maintaining relationships with event organizers, businesses, associations, sports organizations, community groups, tourism partners, and other prospective clients.
• Manage the sales pipeline and CRM system, maintaining accurate records of leads, communications, proposals, follow-up activities, bookings, and outcomes.
• Collaborate with Tourism and Economic Development staff, the Gainesville Sports Commission, hotels, concessionaires, caterers, marketing staff, and other partners to support referrals, promotions, and business development opportunities.
• Works with prospective clients to understand event requirements, determine facility suitability, develop solutions, and move opportunities from inquiry to executed contract.
• Prepares and coordinates contracts and booking documentation in accordance with County policies, procedures, and established facility standards.
• Attends trade shows, conferences, networking events, industry meetings, and other activities to generate leads, develop relationships, and remain informed of industry trends and best practices.

Skills

Sales

Business development

CRM proficiency

Negotiation

Lead generation

Proposals

Education

Bachelor’s degree in Marketing, Public Relations, Business Administration, Public Admininistration, Tourism/Hospitality, or a related field

Tools

MS Office

CRM software

Job description

Bachelor’s degree in Marketing, Public Relations, Business Administration, Public Admininistration, Tourism/Hospitality, or a related field and two years of professional experience in sales, business development, venue sales, event planning, hospitality, tourism, meetings, conventions; or any equivalent combination of related training, education, and experience. Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status. Certified Crowd Manager Training is required within 30 days of employment and provided by the County. Successful completion of all applicable background checks pre-hire and ongoing are required.

Pending Alachua County BoCC Board Approval

This is professional work responsible for generating, developing, and converting business opportunities for the Alachua County Sports and Events Center (ACSEC) and other County facilities, as assigned, within the Tourism and Economic Development Department.

An employee in this classification is responsible for developing new business, responding to incoming inquiries, qualifying leads, conducting sales outreach, preparing proposals, conducting facility tours, negotiating and securing bookings, and maintaining relationships with event organizers, businesses, associations, sports organizations, community groups, tourism partners, and other prospective clients. Success in this position requires strong relationship-based sales skills, timely and professional lead follow-up, knowledge of the hospitality and event industries, and the ability to identify opportunities that increase facility utilization, generate revenue, and support the County's tourism and economic development objectives.

Work is performed under the general direction of a higher-level supervisor and is reviewed through conferences, reports, and observations of results obtained.

This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work.

• Exudes a positive customer service focus.
• Advocates building organizational culture through aligning decisions with the County’s core values.
• Develops and executes sales strategies to generate new business and increase bookings for the ACSEC, including sports competitions, tournaments, meetings, conventions, conferences, special events, and other facility uses.
• Conducts proactive prospecting and cold outreach to businesses, event organizers, associations, sports organizations, planners, community groups, and other potential clients.
• Responds to and manages incoming leads and inquiries, qualifying prospects and prioritizing opportunities based on facility fit, revenue potential, timing, and organizational goals.
• Manages the sales pipeline and customer relationship management (CRM) system, maintaining accurate records of leads, communications, proposals, follow-up activities, bookings, and outcomes.
• Builds and maintains professional relationships with event organizers, sports organizations, tourism partners, hotel partners, local businesses, associations, and other industry stakeholders to generate referrals and new business opportunities.
• Develops customized proposals, presentations, pricing information, and other sales materials based on client needs and facility capabilities.
• Conducts facility tours, client meetings, presentations, and sales calls to promote the ACSEC and secure business.
• Works with prospective clients to understand event requirements, determine facility suitability, develop solutions, and move opportunities from inquiry to executed contract.
• Prepares and coordinates contracts and booking documentation in accordance with County policies, procedures, and established facility standards.
• Coordinates with facility operations to ensure accurate communication of event requirements and a successful transition from sales and contracting to event planning and delivery.
• Collaborates with Tourism and Economic Development staff, the Gainesville Sports Commission, hotels, concessionaires, caterers, marketing staff, and other partners to support referrals, promotions, and business development opportunities.
• Works with marketing staff to provide sales insights and ensure promotional efforts support the generation of qualified facility leads.
• Monitors booked events and serves as client contact as needed to support customer satisfaction and identify additional business opportunities.
• Conducts customer satisfaction surveys and post-event follow-up and uses feedback to improve sales and client service.
• Tracks and analyzes sales activity, lead sources, conversion rates, bookings, revenue opportunities, and other performance measures.
• Prepares regular sales reports, forecasts, updates, and recommendations for the Sports and Events Division Manager and County leadership.
• Attends trade shows, conferences, networking events, industry meetings, and other activities to generate leads, develop relationships, and remain informed of industry trends and best practices.
• May participate in or facilitate training to support departmental or County initiatives.
• Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.

NOTE: These examples are intended only as illustrations of the various types of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of sales and business development principles and practices, particularly relationship-based sales.
• Knowledge of sports, hospitality, tourism, convention, meeting, and event industries.
• Knowledge of venue sales, event planning, lead generation, proposal development, and booking processes.
• Knowledge of customer relationship management (CRM) systems and sales pipeline management.
• Knowledge of marketing and promotional principles relate to generating qualified leads and facility bookings.
• Knowledge of Microsoft Office and other software used for sales, reporting, and customer management.
• Strong sales, negotiation, relationship-building, customer service, communication, and presentation skills.
• Strong organizational and time-management skills with the ability to manage multiple prospects, deadlines, and follow-up activities.
• Skill in preparing proposals, presentations, contracts, reports, and other sales materials.
• Skill in using CRM systems to track leads, sales activity, follow-up, and conversion.
• Ability to proactively generate new business through outreach, prospecting, networking, and relationship development.
• Ability to qualify leads, identify client needs, develop appropriate solutions, and convert prospects into confirmed bookings.
• Ability to effectively present and promote the ACSEC to prospective clients and industry partners.
• Ability to negotiate and close sales while operating within County policies, procedures, and established guidelines.
• Ability to manage a sales pipeline and consistently follow up on opportunities.
• Ability to establish and maintain effective relationships with clients, industry professionals, tourism partners, businesses, and community organizations.
• Ability to analyze sales data and identify trends, opportunities, and areas for improvement.
• Ability to work independently, exercise sound judgment, and prioritize competing demands.
• Ability to communicate effectively both verbally and in writing.
• Ability to work effectively under pressure and meet established deadlines and sales goals.
• Ability to work occasional evenings, weekends, and holidays as required.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to reach and be mobile. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works occasional evenings, weekends, and holidays as required for client meetings, facility tours, trade shows, events, or other business development activities.

The noise level in the work environment is usually moderate.

The noise level in the work environment is usually moderate.