Destination Services Coordinator
About The Position
Imagine building a career where your ambitions fuel not just your growth, but the vibrancy and economic impact of an entire city. At the Philadelphia Convention & Visitors Bureau, we champion collaboration and creativity with a passion for representing everything Philadelphia has to offer. If you're ready to make a real difference by connecting visitors to unforgettable events and experiences while shaping the future of our city, we invite you to explore this opportunity with us. We are currently searching for a Destination Services Coordinator to join our team. POSITION SUMMARY The Destination Services Coordinator provides support to the Destination Services department managers. Priorities include data management, monthly reporting, assisting in site coordination, and handling and prioritizing customer requests as needed. This position may also work with meeting planners to determine servicing requirements and other support needed by the organization, convention attendees and other PHLCVB team members. This is a full-time position reporting to the Director of Destination Services.
Requirements
- Bachelor’s degree preferred in Hospitality or comparable skills and experience; minimum of 2 years previous administrative experience required.
- Knowledge of Philadelphia and the hospitality industry; preference for someone with experience from a Philadelphia hotel sales/events/revenue management office.
- Excellent organizational skills, detail oriented and ability to meet deadlines.
- Excellent written, verbal and interpersonal skills.
- Ability to prioritize and handle multiple projects simultaneously in a fast-paced environment.
- Must have knowledge of computer software applications in word processing, spreadsheets, presentations, and other software programs and databases (MSWord, Excel, PowerPoint, Outlook, Adobe)
- Ability to work in a group or independently.
- Comfort and knowledge working with Zoom & Teams meetings
- Excellent phone etiquette.
- Flexibility to work nights and weekends for conventions and events.
Nice To Haves
- Knowledge of Philadelphia and the hospitality industry; preference for someone with experience from a Philadelphia hotel sales/events/revenue management office.
Responsibilities
- Assist department heads with duties as it relates to departmental oversite including budget preparation and spreadsheets; team meeting agendas and minutes.
- Administrative duties include data entry in CRM, response to telephone and email inquiries.
- Assist with pre-promo conventions, industry/client events, site scheduling, FAMS, data mining, and partner visitation days.
- With CVB hosted events assist with registration, online profile building, shipping of supplies, managing RSVP lists, invoicing partners.
- Maintain supplies and booth components needed for promo trips (pop-up displays, table covers, giveaways etc.)
- Acts as liaison between meeting planner and Destination team members.
- Handle all outgoing shipments by using UPS and USPS systems.
- Process invoices and check requests through Concur system.
- User of CRM database for Sales and Service departments
- Assist service managers in welcome program scheduling with Philly partners for items such as Airport signage, PECO signage, labor for concierge desk, hotel welcome signs and any other welcome program initiatives as they are created for all or individual conventions
- Assist in housing call comments sheet, housing reports, and distribution notices to partners
- Assist in other department tasks, to include but not limited to microsites, site visits, profile data entry, convention alerts, data mining, and management of department folders in PHORUM
- Provide backup for other division Coordinators.
- Attend Sales and Services meetings.
- Performs other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
