Sales Coordinator

California Science Center; Los Angeles (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

The California Science Center Foundation seeks a Sales Coordinator to support external event sales and internal event management. You will handle client communications, site tours, scheduling, and contract drafting, while supporting marketing and social media efforts.

Responsibilities include maintaining calendars, processing ERAs and deposits, updating marketing materials, and assisting with special projects as needed. Occasional evenings/weekends may be required.

Qualifications

• BA degree in business, marketing, communications or related field.
• 2+ years in marketing or sales in a related field.
• Experience with promotions, client outreach, advertising and social media preferred.
• Experience with venue/hospitality or convention marketing is a plus but not required.
• Proficient in event planning and management.
• Experience with contracts is preferred but not required.
• Strong organizational and communication skills.
• Self-motivated, task-oriented, able to work evenings/weekends with notice.
• Proficient in MS Office and calendar management.

Responsibilities

• Respond to inquiries from potential clients promptly and professionally to convert inquiries to contracts.
• Become an expert on the Foundation’s facility and event capabilities.
• Schedule and conduct event sales walkthroughs with clients.
• Draft and circulate Event Reservation Agreements and collect deposits.
• Maintain events calendar and client/vendor databases.
• Create promotional materials for potential clients.
• Update websites and marketing decks with new venues and exhibits.
• Contribute to social media campaigns to drive event sales.
• Identify and pursue new advertising and marketing opportunities.
• Notify events team about potential and new business regularly.
• Attend industry events to identify new clients as needed.
• Process and record catering commissions and invoices.

Skills

Client outreach

Event planning

Communications

Sales support

Calendar management

Social media

Budget awareness

Education

BA Degree in Business

Related field experience

Tools

Microsoft Office Suite

Outlook calendar

Social Tables

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

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.