Explore Fairbanks—the destination marketing organization serving Fairbanks, the Interior, Denali, and the Arctic regions of Alaska—invites you to utilize your organizational skills as the Meetings and Conventions Sales and Services Coordinator.  This coordinator position serves as administrative and operational support for the Tourism & Meeting Sales Department. This role includes coordinating logistics for meetings and events, assisting with sales and marketing initiatives, maintaining records and databases, and providing excellent customer service to clients and partners. The coordinator works in a team setting to ensure seamless communication between stakeholders and supports the department in achieving its goals of promoting Fairbanks as a premier destination for meetings and conventions. Attention to detail, organizational skills, and a customer-focused approach are essential. First round of interviews are scheduled to begin mid-December.

Position Summary:  In conjunction with the Meetings & Conventions (M&C) Sales and Services Manager, responsible for administrative support for the Tourism and Meeting Sales (TMS) Department, including file maintenance, data gathering, note taking and inventory management. Coordinator will collaborate with M&C Manager to service conventions and meetings. Assists M&C Manager as liaison between tourism partners and meeting planners by assisting with proposal input, bid composition and distribution, and departmental sales functions.

Duties/Responsibilities:

Administrative 

  • Provides weekly activity information to M&C Manager with a monthly summary for inclusion in M&C activity report.
  • Updates & maintains M&C files, contacts, and workflow in department module of CRM database.
  • With team input, orders promotional merchandise to maintain inventory levels and adheres to procurement process for new inventory items as well as working with other departments for branding cohesion.
  • Tracking and reconciling monthly inventory of promotional materials under the guidance of the M&C Manager.
  • Assists with production and maintenance of Meeting Planner Guide and related projects.
  • Assists in maintenance of M&C contacts and contributions to periodic e-newsletters targeted towards meeting planners.
  • Prepares and sends quarterly reports as scheduled.
  • Responds to requests for information or promotional materials and enters that information into database.
  • Keeps other Explore Fairbanks departments and senior management staff informed about upcoming meetings, conventions and events.

Event Sales and Services

  • Produces and distributes leads and insures the preparation and timely delivery of bid proposal packets.
  • Helps to plan, organize and participate in site visits and familiarization tours.
  • Plans, coordinates and is an active participant in sales calls, online trainings, sales missions, hosted events, trade shows, pre-event promotion and bid presentations, as assigned.
  • Oversees preparation of event materials, such as pre-typing name tags for events, preparing informational bags and centerpieces, etc.
  • Enters all substantive contacts or commitments with planners into database.
  • With timely and exceptional customer service, assists M&C Manager as liaison between meeting planner and service providers; offers suggestions and assistance planning entertainment, tours, shopping, companion programs and other attractions. Sends out Service Requests to partners.
  • Maintains a well-informed working knowledge of hotels, facilities, attractions and services, both public and private, in the area.
  • Supplies Visitor Engagement Manager with requests for Golden Heart Greeters services (Fairbanks volunteers), including locations and duties assigned for conference assistance (registration processing, Fairbanks visitor information tables for conference attendees, etc.).
  • Visits conventions/meetings while they are taking place to ensure they are moving smoothly.
  • Maintains services report including monthly attendance/revenue reports for inclusion in monthly reports.
  • Assists with Explore Fairbanks hosted events, to include organization, planning, and execution in a team environment.
  • Performs other duties and assists with other organization projects as assigned

Education/Experience/Skills Requirements:

  • Relevant education with a focus in business, communications, marketing, hospitality, or other related field or
  • Minimum of 2-3 years of progressively responsible experience with a visitor industry business, in an office environment or in an administrative capacity.
  • Professional expert in oral and written communication skills
  • Strong organization and time management skills
  • Ability to manage multiple projects concurrently
  • Excellent word processing/typing skills
  • Ability to exercise judgment and diplomacy in a wide variety of public contact situations
  • Extensive knowledge of PCs, including word processing, spreadsheet and database software.
  • Experience with a variety of office machines to include fax, copy and mail meters.
  • High degree of professionalism

Working Requirements:

  • Must possess a valid Alaska Driver’s license.
  • Must possess and show proof of car insurance.
  • Must have reliable transportation.
  • Professional dress required.
  • Must be able to lift and transport items weighing up to 50 pounds.
  • Typical hours are situated during normal business hours, but occasional nights, weekends, and holidays may be required depending on event scheduling and workflow needs.
  • Enthusiasm for visitor industry and local economic development, as well as a willingness to grow with organization through internal promotion and educational opportunities.         

Submission Instructions: Please provide cover letter and resume to Explore Fairbanks Director of Finance and Administration Dawn Murphy at 101 Dunkel St, Ste 111, Fairbanks AK 99701-4806, via email to dmurphy@explorefairbanks.com or dropped off to Explore Fairbanks in the Morris Thompson Cultural and Visitors Center. Explore Fairbanks is an equal employment opportunity employer.

Job Location: Fairbanks

Close Date: First round of interviews are scheduled to begin mid-December.

Complete Job Description: Click Here