Booking and Sales Coordinator

Position Summary

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.

Examples of Duties

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. 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. NOTE: These examples are intended only as illustrations of the various types of work performed in positions allocated to this class. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this position.

Benefits

An organization is only as good as the people it employs. To attract and retain the best team possible, the County offers a competitive benefit program. We believe that if we expect our employees to support the County, we must first support the health and financial well-being of our employees and their families, now and as they plan for their future.

Medical/Health Insurance

Employee Life Insurance

Florida Retirement System

Employee Assistance Program

Dental Insurance

Vision Insurance

Supplemental & Dependent Life Insurance

Deferred Retirement Program

Flexible Spending Accounts

Roth IRA

Tuition Assistance Program

NOTE: For detailed information regarding available benefits click here.

You may also view Frequently Asked Questions (FAQs) regarding benefits.

FLORIDA RETIREMENT SYSTEM (FRS) The Florida Retirement System is a retirement plan designed to provide an income to a vested employee and his/her family when the employee retires, becomes partially or totally disabled, or dies prior to retirement. A defined benefit or defined contribution option may be chosen by the employee.

TUITION ASSISTANCE PROGRAM Permanent, full-time employees are eligible for educational assistance funds. Contact the Human Resources Office for program details.

HOLIDAYS Holidays are as follows:

1. New Years Day
2. Martin Luther King Day
3. Memorial Day
4. Juneteenth
5. Independence Day
6. Labor Day
7. Veterans' Day
8. Thanksgiving Day
9. Friday following Thanksgiving
10. Christmas Eve (IAFF*)
11. Christmas Day
12. Additional Christmas Holiday (All non-IAFF employees)
13. 2 Floating Holidays (All non- IAFF employees)

*IAFF International Association of Firefighters Pay periods are every two weeks, Monday through Sunday. Payday is Friday. International Association of Firefighters follow the General Contract 7k regarding holidays. Vacation Leave Generous vacation accrual rates with payout of unused accrued leave, with some restrictions. For more detailed information regarding vacation leave refer to Employee Policy Manual, Section 7-2.

Sick leave is earned at a rate of 4 hours per pay period by all permanent, full-time employees*. At the end of each fiscal year, eligible employees can convert up to 10 days of accrued sick leave to vacation leave on a 2:1 basis. For more detailed information regarding sick leave refer to Employee Policy Manual, Section 7-3 *Accruals slightly different for IAFF employee.