Sales Coordinator

Sales Coordinator

The Sales Coordinator will provide administrative, sales, and client-service support for the Obama Presidential Center's event rental business, helping ensure that inquiries, site tours, proposals, client follow-up, sales materials, pipeline records, and handoff documentation are organized, accurate, timely, and aligned with department revenue goals. As the Sales Coordinator, you'll be reporting directly to the Senior Manager of Event Sales while providing day-to-day support for members of the Event Sales team.

Core Job Responsibilities

• Inquiry Screening & Lead Routing: Serve as an initial support contact for event rental inquiries, using approved templates and guidance to acknowledge inquiries, gather basic event information, and route qualified leads to the Senior Associates, Event Sales or Senior Manager, Event Sales.
• Proposal & Sales Collateral Preparation: Assist with the preparation of event rental proposals, space recommendations, estimates, sales packets, presentation materials, and client-facing documents using approved pricing, templates, collateral, and brand standards.
• Site Tour & Meeting Support: Coordinate client site tours and assist the Senior Associates, Event Sales in preparing for and following up after meetings and tours - including scheduling, calendar holds, compiling relevant client information and space availability notes, sending approved materials, tracking outstanding questions, and ensuring next steps are documented.
• CRM, Pipeline & Milestone Tracking: Maintain accurate and timely records in the designated CRM, sales tracker, or pipeline management system, including client contact information, inquiry source, event details, proposal status, contract status, deposit/payment milestones, lost business reasons, follow-up dates, and next steps.
• Market & Prospect Research: Conduct basic market research, prospect research, and competitive research to support event rental sales strategy - including peer venues, market trends, target lists, outreach trackers, prospect notes, referral sources, and re-engagement lists for past clients or qualified prospects (such as event planners, corporate prospects, nonprofit organizations, and community partners).
• Venue Management Handoff: Support the handoff process from Event Sales to Venue Management by helping prepare complete handoff packets, including contracted scope, client expectations, event details, special notes, open questions, and relevant correspondence.
• Perform other duties as assigned.

Key Deliverables / Outcomes

• Timely and accurate intake of event rental inquiries, supporting improved client responsiveness and stronger sales conversion.
• Well-maintained CRM, pipeline, and sales tracking records that support forecasting, reporting, follow-up discipline, and revenue visibility.
• Professional and accurate proposal packets, sales materials, site tour materials, and client-facing documents prepared in alignment with approved templates, pricing, and brand standards.
• Efficient site tour coordination
• Strong administrative support and improved sales team organization
• Clear and complete handoff documentation
• Consistent status tracking
• Accurate sales activity reporting

Required Qualifications

• Experience supporting client inquiries, scheduling meetings or site tours, preparing materials, maintaining trackers, organizing files, and managing follow-up in a fast-paced environment.
• Strong organizational skills and attention to detail, with the ability to manage multiple inquiries, deadlines, documents, calendars, and follow-up items simultaneously.
• Strong written and verbal communication skills, including the ability to communicate professionally with clients, internal stakeholders, vendors, and cross-functional partners.
• Ability to use approved templates, pricing guidance, and communication standards accurately, while knowing when to escalate questions related to pricing, contracts, scope, exceptions, or operational feasibility.
• Experience using CRM systems, sales trackers, Google Workspace, Excel/Google Sheets, presentation tools, shared drives, and other administrative systems.
• Strong hospitality orientation and ability to support a professional, welcoming, and service-oriented client experience.
• Flexibility of hours including but not limited to early morning, late night, weekends, and holidays across campus in both indoor and outdoor environments.
• Ability to work onsite at the Obama Presidential Center in Jackson Park and/or other Obama Foundation locations in Chicago.

The salary range for this role is between $51,965 and $64,980.

Don't check off every box in the requirements listed above? Please apply anyway! If you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to still consider submitting an application. You may be just the right candidate for this role or another one of our openings!

Equal Opportunity Employer

The Foundation is committed to creating a diverse work environment and is proud to be an equal opportunity employer. The Foundation does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e-mail us at View email address on click.appcast.io if you require a reasonable accommodation to complete this application.