Booking and Sales Coordinator

Alachua County•Gainesville, FL

2d•Onsite

About The Position

This is professional work responsible for generating, developing, and converting business opportunities for the Alachua County Sports and Events Center (ACSEC) and other County facilities, as assigned, within the Tourism and Economic Development Department. An employee in this classification is responsible for developing new business, responding to incoming inquiries, qualifying leads, conducting sales outreach, preparing proposals, conducting facility tours, negotiating and securing bookings, and maintaining relationships with event organizers, businesses, associations, sports organizations, community groups, tourism partners, and other prospective clients. Success in this position requires strong relationship-based sales skills, timely and professional lead follow-up, knowledge of the hospitality and event industries, and the ability to identify opportunities that increase facility utilization, generate revenue, and support the County's tourism and economic development objectives. Work is performed under the general direction of a higher-level supervisor and is reviewed through conferences, reports, and observations of results obtained. This is an emergency essential classification. Upon declaration of a disaster and/or emergency, all employees in this classification are required to work. Exudes a positive customer service focus. Advocates building organizational culture through aligning decisions with the County’s core values.

Requirements

Bachelor’s degree in Marketing, Public Relations, Business Administration, Public Administration, Tourism/Hospitality, or a related field
Two years of professional experience in sales, business development, venue sales, event planning, hospitality, tourism, meetings, conventions
Applicants within six months of meeting the minimum education/experience requirement may be considered for trainee status.
Certified Crowd Manager Training is required within 30 days of employment and provided by the County.
Successful completion of all applicable background checks pre-hire and ongoing are required.
Knowledge of sales and business development principles and practices, particularly relationship-based sales.
Knowledge of sports, hospitality, tourism, convention, meeting, and event industries.
Knowledge of venue sales, event planning, lead generation, proposal development, and booking processes.
Knowledge of customer relationship management (CRM) systems and sales pipeline management.
Knowledge of marketing and promotional principles relate to generating qualified leads and facility bookings.
Knowledge of Microsoft Office and other software used for sales, reporting, and customer management.
Strong sales, negotiation, relationship-building, customer service, communication, and presentation skills.
Strong organizational and time-management skills with the ability to manage multiple prospects, deadlines, and follow-up activities.
Skill in preparing proposals, presentations, contracts, reports, and other sales materials.
Skill in using CRM systems to track leads, sales activity, follow-up, and conversion.
Ability to proactively generate new business through outreach, prospecting, networking, and relationship development.
Ability to qualify leads, identify client needs, develop appropriate solutions, and convert prospects into confirmed bookings.
Ability to effectively present and promote the ACSEC to prospective clients and industry partners.
Ability to negotiate and close sales while operating within County policies, procedures, and established guidelines.
Ability to manage a sales pipeline and consistently follow up on opportunities.
Ability to establish and maintain effective relationships with clients, industry professionals, tourism partners, businesses, and community organizations.
Ability to analyze sales data and identify trends, opportunities, and areas for improvement.
Ability to work independently, exercise sound judgment, and prioritize competing demands.
Ability to communicate effectively both verbally and in writing.
Ability to work effectively under pressure and meet established deadlines and sales goals.
Ability to work occasional evenings, weekends, and holidays as required.

Responsibilities

Develops and executes sales strategies to generate new business and increase bookings for the ACSEC, including sports competitions, tournaments, meetings, conventions, conferences, special events, and other facility uses.
Conducts proactive prospecting and cold outreach to businesses, event organizers, associations, sports organizations, planners, community groups, and other potential clients.
Responds to and manages incoming leads and inquiries, qualifying prospects and prioritizing opportunities based on facility fit, revenue potential, timing, and organizational goals.
Manages the sales pipeline and customer relationship management (CRM) system, maintaining accurate records of leads, communications, proposals, follow-up activities, bookings, and outcomes.
Builds and maintains professional relationships with event organizers, sports organizations, tourism partners, hotel partners, local businesses, associations, and other industry stakeholders to generate referrals and new business opportunities.
Develops customized proposals, presentations, pricing information, and other sales materials based on client needs and facility capabilities.
Conducts facility tours, client meetings, presentations, and sales calls to promote the ACSEC and secure business.
Works with prospective clients to understand event requirements, determine facility suitability, develop solutions, and move opportunities from inquiry to executed contract.
Prepares and coordinates contracts and booking documentation in accordance with County policies, procedures, and established facility standards.
Coordinates with facility operations to ensure accurate communication of event requirements and a successful transition from sales and contracting to event planning and delivery.
Collaborates with Tourism and Economic Development staff, the Gainesville Sports Commission, hotels, concessionaires, caterers, marketing staff, and other partners to support referrals, promotions, and business development opportunities.
Works with marketing staff to provide sales insights and ensure promotional efforts support the generation of qualified facility leads.
Monitors booked events and serves as client contact as needed to support customer satisfaction and identify additional business opportunities.
Conducts customer satisfaction surveys and post-event follow-up and uses feedback to improve sales and client service.
Tracks and analyzes sales activity, lead sources, conversion rates, bookings, revenue opportunities, and other performance measures.
Prepares regular sales reports, forecasts, updates, and recommendations for the Sports and Events Division Manager and County leadership.
Attends trade shows, conferences, networking events, industry meetings, and other activities to generate leads, develop relationships, and remain informed of industry trends and best practices.
May participate in or facilitate training to support departmental or County initiatives.
Performs the duties listed, as well as those assigned, with professionalism and a sense of urgency.