Convention Sales Specialist

Company Profile

We are a community asset that enhances the prosperity and public image of Milwaukee as a tourist destination by developing strategic partnerships, driving economic impact, and delivering indispensable expertise to the hospitality industry and municipalities.

The Greater Milwaukee Convention and Visitors Bureau, D.B.A. VISIT Milwaukee, is a private, non-profit corporation formed in 1967. As the main destination marketing organization (DMO) for the greater Milwaukee area, our primary goal is representing and promoting Greater Milwaukee as a premier destination for major conventions, corporate meetings, group tours, and business and leisure travelers. Our goal of increasing visitor and meeting generated revenue is achieved through sophisticated and integrated sales, services, marketing, and public relations programs geared to local, regional, national and international target markets. Through this process, VISIT Milwaukee is able to reach new and existing markets to increase visitors and economic impact to Greater Milwaukee.

Job Description

The Convention Sales Specialist will be responsible for managing direct business leads for groups with 50 rooms or less with partner hotels and other partners firms with the potential to supply support to these groups. This position will also provide administrative assistance and support to the convention sales department and National Account Executives. The Specialist will be responsible for ensuring timely and accurate reporting of all convention sales 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 the CRM, third party data and research, financial and contract tracking, as well as database management.


Business Leads Support:
• Maintain a well-informed, working knowledge of the facilities, attractions, and services, both public and private, available to customers in the Greater Milwaukee area. Serve as the liaison between these entities and the customer.
• Coordinate with the Events Experience Department to effectively service groups scheduled to meet in the Greater Milwaukee area, ensuring the success of activities including, but not limited to:
• Pre-convention meetings with customers and appropriate representatives of organizations involved with servicing the group.
• On-site visits to conventions in progress as required.
• Manage incoming leads for groups with 50 rooms nights or less
• Respond to the clients in a timely manner and provide them with an overview of VISIT Milwaukee’s services
• Input all necessary information into the CRM to track activity
• Communicate leads to partner hotels and track their progression through our CRM
• Manage all CVENT leads with 50 rooms or less within the CVENT portal to track groups progression
• Work with National Account Executives with new accounts in fostering relationships for the potential larger meetings & conventions.
• Providing excellent internal and external customer service and have the ability to speak with our clients on their meeting needs

Administrative Support:
• Provide administrative assistance for National Account Executives and the department as assigned. Duties include assisting with producing and sending correspondence, sales leads, reports, preparing bids and bid packets, and processing purchase orders and other required documents and financial paperwork.
• Maintain sales 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 and hard copy files for the appropriate Sales Managers.
• Assist with the coordination of site inspections, FAM tours, client meetings and events, and special events as needed, including itineraries, and other arrangements as requested.
• Assist managers with tradeshow preparations including exhibit and display materials, shipping, and other duties as assigned.
• Assist Sales Managers with special projects as requested, including assisting managers while out of office.
• Expedite meeting planner materials and collateral requests. Respond to inquiries regarding meetings in Milwaukee.
• Participate in department meetings, including scheduling, attendance, document preparation and set-up, and taking minutes.
• Provide back-up administrative support to other Sales Coordinators
• Staff reception area on an as needed basis.
• Other duties as assigned.

Reporting Management
• Maintain Sales Department customer relationship management (CRM) database and serve as a support to the department administrator, ensuring data accuracy and standards, 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.
• Attend CRM administrator meetings regularly.
• Support Sales Coordinators in the compilation of data and generation of sales reports as needed. Prepare reports and presentations as directed by supervisors.
• Compile monthly, quarterly and annual reports as directed.
• Process and report on definite lost and cancelled business.
• Process and maintain data for TAP (Trends, Analysis Projections) reports.
• Process and report definite, operated, and lost convention center business to the Three-City Collective.
• Support Sales Coordinators in facilitating recording and reporting for confidential convention subsidies and related hotel assessments.
• Maintain opportunity fund spreadsheet in collaboration with accounting.
• Ensure proper coding in CRM of all groups receiving subsidies.
• Ensure proper routing of subsidy forms for authorization and distribution.
• Maintain records for subsidy based clients.
• Work closely with VM Sales Managers and WCD staff to ensure accurate and detailed information is entered in a timely matter.
• Verify all documents have been made available to the appropriate parties at the WCD.
• Support Sales Coordinators in serving as liaison for third party external reporting.
• Manage Destinations International (DI) reporting requirements, including Meeting Information Network (MINT) database and MINT Integration.
• Collect and report all post-convention information required for MINT reporting standards. Build and run queries as needed.
• Serve as liaison for Cvent event management systems.
• Maintain accurate and up-to-date MINT & Cvent and profile/site information.
• Manage and administer third party microsites. Work with web marketing specialist to create new microsites as needed.
• Manages all aspects of the Intranet site on behalf of the department, including updating the Convention Sales Department page and uploading report documents.
• Serves as the point person for departmental questions/inquiries and attend administrator meetings regularly.


Required education and experience:
• Associate’s 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.
• A minimum of three years’ experience in an office environment, preferably in a sales department or the 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 a keen attention to detail. Accomplish assignments in a through 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.
• A strong desire to excel and a drive to pursue professional development.
• Attend industry training and events as appropriate. Represent VISIT Milwaukee at events as needed.
• Ability to travel by air and personal vehicle. Must possess a valid driver’s license.

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.

Apply including resume, cover letter, and desired salary.

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