Sales Coordinator

California Science Center; Los Angeles (CA); Hybrid; USD 36,000 - 40,000; Part time

Job summary

The California Science Center Foundation seeks a proactive Sales Coordinator to support marketing and selling external events and assist with internal and external event management. You will handle client sales communication, site tours, calendar management, and draft Event Reservation Agreements while collecting deposits.

You will also back event marketing, social media initiatives and help identify new opportunities, with occasional flexibility for evenings or weekends as needed.

Qualifications

• BA degree in business, marketing or related field (or equivalent).
• 2+ years in marketing or sales, preferably with events.
• Experience in campaigns, outreach, ads or social media preferred.
• Hospitality or venue experience is a plus but not required.
• Strong planning, organization and communication skills.
• Willingness to work occasional evenings and weekends.

Responsibilities

• Respond to client inquiries promptly and professionally to convert to contracts.
• Become expert on the Foundation’s facility and event capabilities.
• Schedule and conduct event sales walkthroughs with clients.
• Draft and distribute Event Reservation Agreements; collect deposits.
• Maintain calendars, databases and promotional materials.
• Update websites and marketing decks with new exhibits and venues.
• Support social media campaigns and advertising opportunities.
• Process catering commissions and invoices using the accounting software.
• Assist with events as needed and support the VP on special projects.

Skills

Sales experience

Event planning

Marketing support

Communication

Calendar management

Budgeting / invoicing

Social media basics

Proficient in MS Office

Education

BA Degree in Business, Marketing, Communications

Tools

Microsoft Office Suite

Outlook calendar

Social Tables

Intranet System

Financial Edge

Job description

The Sales Coordinator is responsible for supporting the marketing and selling of the California Science Center Foundation’s(“Foundation”) third party (external) events and assisting with internal and external event management as needed. Provides daily support with client sales communication, site tour scheduling, and calendar management. Confirms bookings by drafting and distributing Event Reservation Agreement and billing and collecting deposits. Supports event marketing and social media initiatives.

QUALIFICATIONS

• BA Degree in Business, Marketing, Communications or related field.
• 2+ years of professional marketing or sales experience in a related field.
• Experience managing promotional campaigns, client outreach, advertising and social media preferred, but not required.
• Specialty venue, hotel, hospitality industry, catering or Convention & Visitor Bureau experience to promote and sell our destination preferred, but not required.
• Proficient knowledge of event planning and management.
• Experience executing contracts preferred, but not required.
• Superb organizational skills with great attention to detail.
• Excellent organizational, interpersonal and verbal/written communications skills.
• Must be a task-oriented self-starter with a high level of motivation.
• Available to occasionally support events outside of standard work shift, including evenings and weekends, with advance notice.
• Computer skills: Microsoft Office Suite, Outlook based calendar, Social Tables (Diagram software – preferred, but not required).

MAJOR JOB RESPONSIBILITIES

• Vets and responds to potential clients in a timely and professional manner and provides accurate information to help convert inquiries to contracts when appropriate.
• Becomes an expert on the Foundation’s facility and event capabilities.
• Schedules and facilitates event sales walkthroughs with potential clients.
• Supports contracting with clients by drafting Event Reservation Agreements for third party events. Once approved for distribution, confirms events by circulating ERAs and collecting deposits.
• Maintains events department calendar, client and vendor databases.
• Creates promotional materials (electronic and printed) to distribute to potential clients.
• Updates internal and remote websites and marketing deck to feature new exhibits and event venues.
• Contributes to Social Media campaign to help drive event sales.
• Identifies and implements new advertising and marketing opportunities, both complimentary and paid.
• Apprises events team of potential and new business at regular intervals.
• Attends industry related events and networks through various functions to identify new event clients, when required.
• Processes and records catering commission payments.
• Processes internal and external invoices utilizing the Science Center’s accounting software (Intranet System & Financial Edge).
• Completes and submits event-related forms.
• Completes department board reports and credit card reports.
• Purchases office supplies, office equipment, etc. for the department in accordance with the company purchasing policies and budgetary restrictions.
• Assists with third party and internal events as needed.
• Assists VP with special projects.
• Performs other duties as required.

COMPENSATION

$26.50 - $29.00 per hour

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. The California Science Center Foundation is dedicated to building a diverse, inclusive, and authentic workplace, so if you’re excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.