Sales Coordinator

Spectra Richmond, VA

About the Job


Under general supervision, the Sales Coordinator provides assistance and administrative support to the Director of Sales & Marketing, Sr. Sales Manager, Sales Managers and a Marketing Manager; assists in coordinating the licensing of space and booking of events for the facility.


  • Represent the facility to potential facility users; respond to inquiries regarding facility use and send out marketing/rental materials; assist facility users in finalizing booking arrangements including preparation of proposals and contracts as well as collection of deposits due
  • Assist Sales Managers in the preparation of event license agreements, addenda and related correspondence; review documents for completeness and accuracy; assist in following up with facility users regarding deposits, insurance and other related license agreement requirements
  • Assist Sales Managers in updating facility user contact and account information, blocking meeting space and other event booking information in the computerized event booking and management system
  • Create and maintain event files; distribute and reconcile all event folders and respective checklists for Sales, Event Services and Finance Departments
  • Run, prepare and distribute weekly reports for the department
  • Represent the department at weekly operational meetings
  • Update the event calendar on facility website, in-house posters; prepare various reports
  • & correspondence
  • Coordinate client welcome gift program
  • Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service
  • Perform other duties as required


Knowledge Of:

  • Principles and practices of sales and marketing
  • Knowledge of modern office procedures, methods and related computer equipment; business letter writing and basic report preparation; principles and procedures of record keeping; principles and procedures of financial record keeping and reporting; customer service
  • Must have intermediate or above computer skills in Microsoft office applications and word processing, spreadsheets, database, presentation, email and internet software

Ability To:

  • Ability to communicate clearly, accurately and concisely in the English language, both orally and in writing; type at a speed necessary for successful job
  • Ability to prioritize work and effectively resolve workload issues
  • Learn and understand the operation of a convention center and apply that knowledge to continually improve
  • Make basic arithmetic calculations (addition, subtraction, multiplication, and division) either manually or by operating a calculator
  • Establish and maintain effective working relationships with Richmond Region Tourism (RRT), facility and corporate staff, potential clients and facility users
  • Meet specific targets and goals as discussed with and approved by your
  • Work as needed on a flexible schedule including early mornings, days, evenings, overnight, weekends, holidays, extended workdays and extended numbers of


  • Minimum of two (2) years of increasingly responsible experience in an administrative support position, preferably in a sales capacity at a hotel, convention center or related meeting

Education / Training:

  • Bachelor's degree from an accredited college or university with major course work in marketing, public relations, business administration, hospitality management or another related
  • Additional years of experience may be substituted for formal education

Licenses or Certificates:

  • Possession of, or ability to obtain a Virginia driver's

We are strengthened by our differences and united by making a difference. Spectra embraces diversity, equity, and inclusion. We are committed to building a team that represents a variety of backgrounds, perspectives, and the communities that we serve. We strive to create an inclusive culture and equitable workplace where all employees feel valued and can bring their whole selves to work. Not only is it the right thing to do, but we know that diverse, equitable and inclusive teams invite deeper collaboration and understanding, spark greater innovation, and achieve higher employee satisfaction.

Spectra is an equal opportunity employer and our employment decisions are made without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, handicap, marital status, or any other status or condition protected by Federal and/or State laws, except where bona fide occupational qualifications apply.