Account Services Coordinator

Job Description

Job Description

Position: Account Services Coordinator

Hours: Mon – Fri, some weekends and evenings

Location: San Antonio, TX; some travel required; in office required (no remote work available)

Department: Event Services – Exhibitor Services

Who We Are

Commit to protect hunting for future generations.

Safari Club International (SCI) is the leader in defending the freedom to hunt and promoting sustainable-use wildlife conservation worldwide for over 50 years. As the only hunting rights organization with a Washington D.C.-based national and international advocacy team and an all species focus, SCI mobilizes nearly 150 chapters and affiliate networks representing millions of hunters around the world.

Our staff, partner organizations, and chapter networks internationally are involved in advocacy on local and global hunting issues, such as opposing international hunting import bans, opposing firearms restrictions, supporting rural areas and community leadership, and more.

Our Core Values — You are a HUNTER
At SCI, our values guide everything we do. We seek candidates who embody our HUNTER mindset:

• H – Hunting Matters : We champion the importance and ethics of hunting and conservation.
• U – Uncompromising Integrity : We do the right thing, always.
• N – Never-Ending Growth : We are committed to continuous improvement and learning.
• T – Teamwork : We collaborate, support, and celebrate one another.
• E – Excellence : We hold ourselves to high standards in all we do.
• R – Respect : We treat everyone with dignity, fairness, and professionalism.

Summary

This position is responsible for Account Services Coordination: answering incoming telephone calls, providing information, receiving and processing payments, entering and updating Exhibitor records. The Exhibitor Services Coordinator is the primary contact with our exhibitors and maintains a positive relationship through communication efforts.

This job operates in our San Antonio office. This position travels up to 25% of the time, including to the SCI annual convention, site visits, Board Meetings, and any other trade shows or events of interest to or supported by Sporting Conservation International.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Responsibilities

• Assists with booth placement and provides related reports to supervisor as needed. Coordinate and assist on special show floor projects such as villages, pavilions, stages and special activities areas that enhance the convention experience. Provides assistance in planning new or unanticipated events as the needs arise. Answers and screens incoming calls, responds to questions or routes calls as appropriate.
• Reviews contract aging, and function count reports. Advises of time-sensitive revenue issues that may impact the budget cycle. Audits exhibit program budget processes and provides critical financial information, reports to supervisor.
• Organize and prepare purchase orders for review by supervisor of annual contract folder packets, returning exhibitor folder packets, and prospective exhibitor folder packets. Communicates updates to exhibitor of forms, policies, rules and regulations, and guidelines as directed.
• Ensures database information accuracy. Registers exhibitors and donors, enters data into database, mails information packets, issues and mails badges, issues and confirms booth assignments. Prepares and issues booth contract packets to exhibitors. Collects and tracks insurance and company memberships. Maintains exhibitor sales tax information and requirements and forwards payments to state offices. Maintains a directory of exhibitor contact information.
• Receives, records, confirms and balances all exhibitor deposits, booth payments, marketing & sponsorship revenue and cash donations. Resolves time-sensitive payment issues and processing of all monies. Provides critical financial reports to supervisor. Issues courtesy notices to exhibitors for all late payments and required documents.
• Assists in promoting and selling marketing and advertising opportunities to exhibitors. Relays advertising needs and specifications to Publications.
• Organize annual exhibitor manual for distribution. Review and coordinate all related documents, submit package for on-line web content release. Coordinate web publishing content with convention center property, show decorator, and primary and secondary show contract service providers.
• Acts as liaison between exhibitors and SCI on specific exhibitor related projects, as directed by Events leadership.
• Travel to annual convention. Staffs exhibitor services desk, exhibitor registration, and assist in training and supervising temporary staff in exhibits program procedures. Assists in resolving exhibitor and/or donor issues.
• Provides office operations support. Generates correspondence, tables, presentations, and a variety of other documents. Receives, screens, and routes telephone calls and visitors. Sorts, opens, and distributes mail. Copies, faxes, and prepares mailings to exhibitors and donors.
• Assists with administrative duties in Auctions department
• Provides ad hoc support to other Events Departments as needed
• Perform other related duties as assigned. Attends meetings, annual and other conventions and trade shows as appropriate.

REQUIRED SKILLS AND ABILITIES:

• Proven problem solving skills
• Proficient with Microsoft Office Suite software, to include OneDrive, SharePoint, Teams with an ability to become familiar with SCI-specific programs and software.
• Demonstrated excellence in verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to adapt to the needs of the organization and employees.

QUALIFICATIONS AND EDUCATION:

• The position requires a High School diploma and 2 years of experience in sales, customer service, marketing or event/meeting planning. Associate’s Degree or higher preferred.
• 2 – 3 years of Data Enry experience
• 2+ years experience with database software
• 2+ years experience in Customer Service
• Valid driver’s license with ability to be insurable on SCI policy

Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary: