Group Development Coordinator, Specialist

PRIMARY OBJECTIVE:    

Primary lead catcher.  Provides support for the Group Development Team in the Orlando office to assist in promoting a positive image of Orlando and the Visit Orlando membership and clients.

MAJOR AREAS OF ACCOUNTABILITY: 

1. Primary lead catcher for all RFP and/or leads.  Responsible to enter or update all the RFP information in CRM, including hotels lead was sent to.

2.    Assigns leads per the Visit Orlando Sales lead assignment policy.

3.    Handles all inquiries from convention.sales@visitorlando.com  email inbox.  

4.    Enters leads based on information provided by the Group Development Specialists and/or Account Representatives via CRM in order to accurately and in a timely manner go out to the member partners.

5.    Primary support position for Group Development Specialists that maintains database with lead, definite and cancel forms.  Obtains approvals to change the convention booking status.  Forwards necessary information to hotels in an accurate and timely manner.  Send definite forms to members to fill out.  Format and send housing charts out to clients. 

6.    Follows up on status of leads (response due dates and decision due dates) that have been sent out by the Account Representatives, by phone or email.

7.    Distributes all awarded and/or lost notifications for CVENT.

8.    Types, copies and distributes all correspondence, including printed materials such as bid books, faxes and mail, in a timely and accurate manner.

9.    Schedule’s meetings and sets up meeting rooms for Group Development meetings. Also, coordinates all site tours at the member properties for the Group Development team. 

10.    Responds to all telephone calls in a friendly and professional manner.  Transfers the calls to the appropriate Specialist/Account Executive in a timely manner.

11.    Assists clients, hotel representatives and customers with convention details, site itineraries and other information as needed.

12.    Organizes travel arrangements when needed for sales team and or client, including airfare, hotels and car rental. Also, processes invoices, expense reports, purchase orders and amenity requests Executives in an accurate and timely manner.

13.    Consistently exemplifies Visit Orlando Core Values in daily interactions with Visit Orlando team members, prospects, clients, members, and partners resulting in greater business success.

14.    Provides support to other Visit Orlando departments and special projects as needed.

15.    Prepares monthly activity reports for Group Development in an accurate and timely manner. Also, prepares mailings and promotional materials as directed.

16.    Handles research and database cleanup assignments given by the department leader.

17.    Research future potential clients by gathering general information on the company such as headquarter info, meeting history and company demographics.

18.    Ensures protection of the Orlando Brand.  Serves as Brand ambassador.

19.    Ensures own work area is maintained in a safe and clean manner.

20.    Performs other accountabilities and projects as assigned.

 

QUALIFICATIONS REQUIREMENTS: 

EDUCATION AND/OR EXPERIENCE: 

One year certificate from college or technical school; plus, two to three years related experience; or equivalent combination or education/training and experience preferred.

COMPUTER SKILLS: 

Keyboarding speed of 50 wpm, proficiency in MS Word, Excel and Outlook.  Database experience a plus. 

LANGUAGE SKILLS: 

Ability to read and comprehend simple instructions, short correspondence and memos.  Ability to write simple correspondence.  Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.

MATHEMATICAL SKILLS: 

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.  Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY: 

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS: 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand and walk.

WORK ENVIRONMENT: 

The environment for this job is typical for an office and does not result in exposure to conditions outside the normal office environment.

 

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities or requirements and does not imply a contract. 

If you would like to apply, please send your resume to Human.Resources@visitorlando.com