Sales Coordinator

The Sales Coordinator supports the Convention Sales team by managing administrative tasks, maintaining CRM data, and facilitating communication with customers and internal departments. This role ensures accurate lead tracking, timely contract processing, and smooth transitions from sales to event operations.

RESPONSIBILITIES: Key Responsibilities

• Lead Management & Qualification
  Track and enter sales leads in Momentus from DDC, the Events DC website, and direct inquiries. Help qualify business and update lead statuses based on availability and responsiveness.
• Customer Support & Communication
  Coordinate site visits, send client correspondence, and assist with distributing event planning resources. Maintain professional communication throughout the booking process.
• CRM Data Entry & Reporting
  Maintain up-to-date records in Momentus, including customer data, booking details, and Sales Notes. Run reports to monitor contract, payment, and COI status.
• Contract & Payment Tracking
  Monitor license agreement workflows and ensure timely routing for review and execution. Track deposits and invoice status in coordination with Legal and Finance.
• COI Management
  Send automated and manual reminders for Certificates of Insurance. Verify and upload completed COIs into Momentus.
• Internal Coordination & Event Handoff
  Work closely with Sales Managers and Event Management to prepare accurate handoffs. Update internal trackers and ensure events are ready for operational planning.
• Process Support & Improvements
  Contribute to process improvements in CRM workflows and reporting. Assist with testing and implementation of automation features.

EXAMPLES OF WORK ASSIGNED

• Perform administrative tasks with a high degree of accuracy, professionalism, and attention to deadlines.

• Communicate clearly and effectively with the Sales Director and Sales Managers regarding accounts and assigned responsibilities.

• Provide comprehensive support to the sales team by drafting and managing correspondence, proposals, presentations, reports, and partner communications related to tentative groups and confirmed bookings.

• Check in daily with the sales team to review priorities and follow up on outstanding tasks; proactively anticipate team needs for bids, proposals, and daily responsibilities.

• Utilize Microsoft Office Suite and client management platforms effectively; maintain proficiency in Momentus (Ungerboeck) to log sales activities and process reports and leads from Destination DC, Cvent, and other RFP channels.

• Conduct research and verify account details for new, existing, and prospective clients within Momentus.

• Qualify leads, enter bookings, and ensure proper client assignment to Sales Managers; coordinate documentation and updates with exclusive partners.

• Process and verify booking documentation for accuracy and completeness, including historical data, signed DBAs, hotel contracts, and other materials as requested.

• Maintain database integrity by updating contact details, booking statuses, and related documentation to ensure accuracy.

• Serve as the primary point of contact for initial partner hotel and external sales inquiries received by phone or email.

• Coordinate internal Events DC and Destination DC event bookings, as well as government bookings at the Convention Center.

• Assist with site inspection logistics, including completion of DDC site request forms and itinerary preparation.

• Work with the Sales Administrative Assistant to prepare printed materials and presentation content (e.g., proposals, PowerPoint decks, marketing collateral, site visit booklets).

• Support Sales Directors with monthly expense reporting.

• Represent the sales department in internal meetings when needed; report on contract statuses, support training of sales staff on policies and procedures, and provide updates on Momentus system usage. Taking notes from the Production Meeting to ensure the Sales Department is informed and updated.

• Collaborate with the Contract Administrator on addendum processing and space-related follow-ups; assist sales managers in meeting deadlines and resolving outstanding items. Procurement, Momentous, and Oracle training.

• Perform general office duties with the ability to work seated for extended periods.

• Provide back-up coverage for the Sales Administrative Assistant and Contract Administrator as needed.

• Complete other customer-facing assignments and special projects as directed

• QUALIFICATIONS: Bachelor’s degree in Sales, Marketing, Business Administration, or a related field, or equivalent relevant experience.

• At least two (2) years of experience in sales or administrative support, preferably within the hospitality or convention industry.