Sports Milwaukee Coordinator

Visit Milwaukee; Milwaukee (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

Visit Milwaukee is seeking a coordinator to support the Director of Sports Milwaukee and the Sports Development Manager. You will ensure timely reporting of event data and manage CRM records, contract tracking and document workflows.

Ideal candidates will have strong communication skills, advanced MS Office experience, and a proven ability to manage multiple tasks with accuracy and attention to detail. Some travel may be required.

Qualifications

• Associate’s degree or higher in a related field required.
• Three years’ experience in an office environment, preferably in a sales or hospitality setting.
• Bachelor’s degree in Sport Management is a plus but not required.

Responsibilities

• Provide administrative support for the Director and Sports Development Manager as assigned.
• Maintain CRM with timely data entry for status, hotel selection and document flow for weekly/monthly reporting.
• Manage the document cycle of client agreements, including creation, distribution and final receipt.
• Maintain electronic files and calendar for the Sports Milwaukee Director.
• Coordinate site tours, client meetings and events, including itineraries and arrangements.
• Assist with tradeshow logistics including exhibit materials and shipping.
• Support post-tradeshow CRM updates and follow-up communications.
• Provide backup administrative support and reporting as needed.

Skills

Communication

Organizational skills

MS Office

CRM systems

Education

Associate degree or higher

Bachelor's in Sport Management (preferred)

Tools

MS Office

Outlook

Excel

CRM software

Databases

Job description

Description

POSITION SUMMARY:

The coordinator will provide administrative assistance and support to the Director of Sports Milwaukee and Sports Development Manager. The coordinator will be responsible for ensuring timely and accurate reporting of all sports event related data, production reports and on demand reports as requested, for both internal and external parties. The coordinator must possess a unique and in-depth understanding of customer relations management (CRM) technology, assist with event housing, third party data and research, financial and contract tracking, as well as database management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Provide administrative support for the Director and Sports Development Manager as assigned. Duties include assisting with producing and sending correspondence, event leads, reports, preparing bids, presentations, and processing purchase orders and other required documents and financial paperwork.
• Maintain sports department CRM database with timely data entry of status, hotel selection, and document flow to ensure accurate weekly and monthly reporting; Generate reports, searches and queries from the CRM and other sources as directed.
• Manage the document cycle of client agreements, including creation, distribution, and final receipt and execution of documents.
• Maintain electronic files and calendar for Sports Milwaukee Director.
• Assist with the coordination of site tours, FAM tours, client meetings and events, and special events as needed, including itineraries, and other arrangements as requested.
• Assist with tradeshow preparations including exhibit and display materials, shipping, and other duties as assigned.
• Work with the marketing manager & team on post-tradeshow duties to include updating CRM, coordination of follow-up communication and inputting appropriate traces into the CRM for the appropriate team member.
• Assist Director with special projects as requested, including assisting team members while out of office.
• Expedite event planner materials and collateral requests.
• Participate in department and committee meetings, including scheduling, attendance, document preparation and set‑up.
• Provide back‑up administrative support and reporting for Sales Coordinators, on an as needed basis.
• General administrative support to include shipping, electronic file clean‑up, spreadsheets, and PowerPoint presentations.
• Visiting partners to pick up supplies for sales missions, industry events, sales calls, etc.
• Staff reception area on an as needed basis.
• Other duties as assigned.

Requirements

QUALIFICATIONS:

Required education and experience

• Associate’s or two-year degree or higher in a related field required, or
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties. Bachelor’s degree in Sport Management or related field a plus but not required.
• A minimum of three years’ experience in an office environment, preferably in a sales department, sports or hospitality industry.

Required skills, knowledge and abilities:

• Exceptional written and verbal communication skills; ability to write, speak, present and represent the company in a concise and professional manner.
• Strong organizational skills, ability to handle multiple projects, priorities and deadlines with minimal supervision and keen attention to detail. Accomplish assignments in a thorough and timely manner.
• Advanced computer experience including MS Office applications, with a minimum of two years’ experience with Outlook and Excel required. Must have experience working with databases and CRMs.
• A strong desire for accuracy, a concern for detail, and an exceptional amount of self-motivation and work ethic.
• Strong commitment to diversity and inclusivity in the workplace.
• Ability to present to diverse audiences, specifically, racially, ethnically, and socioeconomically diverse communities.
• Contribute to a supportive team‑oriented environment.
• Must possess a positive attitude and professional demeanor, tact and judgment in dealing with many internal and external customers.
• Ability to follow direction.
• A strong desire to excel and a drive to pursue professional development.
• Attend industry training and events as appropriate. Represent Sports (or VISIT) Milwaukee at events as needed.
• Ability to travel by air and personal vehicle. Must possess a valid driver’s license.
• May be required to work several weekends throughout the year.

Physical Requirements

• Ability to sit at desk, operate computer keyboard and view computer screen for six to eight hours per day.
• Must be able to hear and converse via telephone and in person.
• Must be able to bend and stretch to reach file drawers.
• May be required to lift boxes and small equipment up to 50 pounds in weight.
• Must be able to stand and/or walk for extended periods of time
• This position requires travel by business auto, personal auto, and airplane. Candidates must possess a valid U.S. Driver’s License.

NOTE:

This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.