The Ronald Reagan Building and International Trade Center is Washington's premier special events and conference facility, located on historic Pennsylvania Avenue in the heart of Penn Quarter in Washington DC.
At Trade Center Management Associates we are currently seeking a Sales Coordinator to add to our Sales Department.

In your position as Sales Coordinator, our mutual success is largely dependent on the skills, perseverance and enthusiasm you bring to your role.  As you sell, plan and implement events at within the Ronald Reagan Building and International Trade Center, you will be representing all the employees of our facility, giving prospective customers their first inkling of the unmatched service and quality we will provide.

Job Responsibilities
SELLING

• Sell, contract, plan and implement/service events of 100 guests or less, excluding weddings taking place within sixty days of initial inquiry.

• Achieve personal sales goals and carry a small quota.

• Field inquiries from various sources including phone, internet and walk-in clients.

• Respond promptly to all customer inquiries assigned within 2 business hours.

PLANNING

• Follow all established procedures as designated in the Sales Manual.

• Participate in turnover meetings and/or calls with the appropriate sales manager.

• Become familiar with all assigned events:  review contract, and discuss the event with the appropriate sales manager prior to contacting the client for the first time.

• Maintain assigned files in accordance with the guidelines outlined in the Sales Manual.

• Conduct site inspections and maintain familiarity with the building and its capabilities.

• Work directly with clients to achieve maximum revenue and profit while exceeding guest needs.

• Prepare customized menu proposals as requested by guests in consultation with the Executive Chef.

• Coordinate and execute tastings as required.

• Prepare Banquet Event Orders (BEOs) for all events.  BEOs are to be complete and accurate, and distributed within the required time frame and have client endorsement.

• Prepare event diagrams that correspond to each banquet event order to illustrate room layout requirements.

• Prepare a detailed estimate of charges for every event.  The estimate should be delivered to the guest at the same time as the initial set of BEOs.

• Change and revise BEOs as necessary, following appropriate procedures. 

• Provide final guarantees 72-hours in advance, using appropriate procedures.

• Host pre-event meetings with clients as necessary.

• Coordinate with other departments to ensure quality of guest satisfaction.

• Host internal post-con meetings with clients as necessary.

• Review banquet checks daily, noting any revisions needed, and returning them to Events within 24 hours.

• Review final invoice from accounting to insure that it is correct.  Return all invoices to Accounting within 48 hours.  Update information on the invoice tracking log.

• Close bookings in CRM in a timely manner.

EVENT SERVICING

• Coordinate and facilitate vendor move in as appropriate.  This includes ordering canine officers when after hours deliveries are scheduled.  This does not include checking in rental equipment.

• Oversee all event details to ensure the highest standards of quality and service are being achieved, and that event is being executed as promised to the client.

• Serve as liaison between client and all operational departments in the building.

• Compare event diagrams to actual room set to ensure event is set correctly. 

• Introduce client to the Event Manager and hand-off operational responsibility. 

• Anticipate and resolve client needs and issues while maintaining positive relationships.

• Work schedule is based on business levels, and may include evenings, nights and weekends.

GENERAL

• Have knowledge of all ITC policies.

• Prepare monthly revenue forecast for all definite events.

• Attend weekly staff meeting, when appropriate, to discuss high-profile events.

• Insure all written communication is accurate and delivered to clients in the time frame that they require.

• Return all phone calls and e-mails the same day.

• Entertain guests as appropriate.

• Constantly and clearly communicate with all other departments regarding details of upcoming events.

• Keep Leadership fully informed of all problems or unusual matters of significance to include cancellation, attrition and guarantee issues so corrective action can be taken.

• Maintain consistent verbal and written communication with clients.

• Demonstrate strong organizational skills.

• Adhere to guidelines in employee handbook regarding personal appearance and behavior.

• Conduct personal behavior in a mature professional business manner at all times.

• Adhere to the sales division grooming guidelines.

• Attend meetings as required and appropriate.

Background and Skills

• Previous sales, customer service, event planning, or hospitality experience preferable.

• Excellent presentation, organizational, and communication skills.

• Minimum of 3 years of direct sales experience (retail sales not applicable) where quotas were consistently met.  Must be driven to achieve quarterly sales targets.

• Proven sales track record and quota over achievement and managing accounts.

• Excellent communication and negotiation skills, ability to close the sale.

• Selling via phone and personal sales calls

• High level of enthusiasm, a strong work ethic, and highly self-motivated

• Ability to work with all levels of individuals

• Knowledge of the DC Metro business community a plus.

• Excellent communicator, both written and verbal.  Dynamic presenter.

• Basic proficiency using a CRM system

• Must be adaptable, professional, courteous, motivated and work well on your own or as a member of a team

• Ability to handle a dynamic environment and challenging workload

• Experience in tourism, hotel, and/or hospitality industry a plus. Working at a venue is a definite plus.

• Bachelor’s degree is preferred.