Sales Administrative Specialist

Tourism Department Administrative Support

Provides administrative and clerical support for tourism department sales staff to increase events, grow revenues and position Okaloosa County as a premiere meeting, event, sports and convention destination.

Serves as initial point of contact for potential clients by distributing leads and inquiries received for the Destin-Fort Walton Beach destination and passing along to the sales team.

Researches and prospects for new events and passes leads to the sales team.

Assists sales team with travel plans, purchase card transactions/charges, travel settlements and shipping of materials to tradeshows.

Performs data entry and utilizes Client Relationship Management (CRM) software by tracking current and future clients, activities, correspondence, lost business and opportunities, industry supplier accounts, and process deposits and receipts.

Assists manager by preparing reports and communicating performance metrics with the sales team and industry stakeholders.

Creates, updates, and disseminates promotional sales materials, following our brand's standard (assisted by our marketing team).

Prepares events calendar report for our venues' websites and submits it to the marketing team.

Maintains relationships with lodging facilities, local venues, attractions, and restaurants to ensure availability for groups utilizing County venues.

Assists with scheduling, planning, and hosting during familiarization tours for meeting planners and the tourism industry.

Supports program operations outside of normal business hours, to include long days, occasional evenings, and some weekends.

Performs other duties as assigned.

Education, Training, and Experience: High school diploma or GED; supplemented by a minimum of one (1) year experience in the tourism, events, or hospitality industry or marketing/promotional field; or an equivalent combination of training and experience that provides the required knowledge, skills and abilities. Experience with automated booking or event management software is preferred. Experience in a governmental organization, destination-marketing organization, or convention center is preferred.

Licenses and/or Certifications: Requires a valid driver license.

Physical Requirements: Requires the ability to operate modern office equipment, to include, computers, copy/fax machines, and any related peripherals. Must be able to exert 10 to 50 pounds of force occasionally and or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. This position requires periodic walking and standing. May require bending, stooping and twisting. Physical demands are essentially those of sedentary work.

Language Ability: Requires the ability to communicate effectively in English, including the ability to convey, record and exchange information; requires the ability to explain procedures and to give, receive and follow oral and written instructions. Must be able to read a variety of technical data, policy and procedure manuals, codes, professional journals, etc. in moderately complex terminology. This position requires the ability to prepare forms and reports using prescribed formats, and adhering to all rules of grammar, spelling, diction and punctuation. Requires the ability to communicate with a broad array of individuals from various professional backgrounds.

Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret a variety of technical instructions in written, mathematical or diagrammatic form; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Requires the application of principles of influence systems and synthesis functions.

Numerical Aptitude: Must be able to add, subtract, multiply and divide; determine weight; calculate decimals and percentages; compute discount, profit and loss, ratio and proportion; interpret graphs.

Interpersonal Temperament: Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate levels of stress, imposed by frequent deadlines, peak workloads or public contact. Requires the ability to exercise consistent tact and courtesy when in frequent contact with various professionals, county staff, and the general public.