Sales Operations Specialist

About This Role

About SCC

Most people are familiar with the Seattle Convention Center (SCC) because we host a large variety of meetings, events, and conventions. That is the primary role we play – the Center provides a venue in which people gather from around the region, the nation and the world to share ideas, celebrate and learn.

But our role goes well beyond that. The Center has a longstanding commitment to positively impact the lives of those in our region and beyond, advancing the common good. The legacy of our civic actions for the community holds as true today as it began over three decades ago. Read more about our Community Impact here.

Employees are the heartbeat of this extraordinary service culture and contribute to our collective success in the vibrant core of downtown Seattle.

Position Summary

The Sales Operations Specialist is responsible to work cooperatively with the Sales team to provide both strategic and operational assistance in the booking of events into the Center’s two buildings, including but not limited to qualifying incoming inquiries, preparing and reviewing offers and proposals, preparing, reviewing, and processing license agreements, addenda, tracking and collecting deposits. The Specialist will also participate with the Sales team in sales related activities that fulfill the Center’s booking requirements, including site inspections, sales activations and client engagement events.

The role requires exceptional organizational and time management abilities, strong communication skills, as well as familiarity with contract management, sales processes, regulations and procedures. As needed, this role will also perform a range of administrative duties in support of the sales teams, the operation of software systems and work collaboratively with internal and external staff, guests and stakeholders. This work will interface with internal and external individuals, clients, organizations, Visit Seattle and requires positive communications and considerable discretion, confidentiality, and initiative.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Qualify incoming leads and assign them to the appropriate Sales Manager. Collaborate with the Sales Managers to provide facility information to clients.

• Track, record, and report on activity in venue management software (Momentus), maintaining an accurate and up to date database of deliverables and information related to events.

• Support the preparation of Sales proposals, including preparing client RFP related response documents and ensuring consistent compliance with published policies, procedures, and rate schedules.

• Provide support in the preparation of contract documents, including drafting, reviewing, proofreading and auditing license agreements, addenda, and amendments.
• Track outstanding license agreements, review returned agreements for completeness, compliance and/or edits, and initiate the execution process.

• Manage a unified system of contract folders and related documents for the Sales team.

• Regularly update the License Agreement library with new or modified negotiated terms.
• Develop a thorough understanding of the Center's event management software (Momentus) including the sales and booking components to better support the department's use of this software.
• Review all Momentus\-related processes and guidelines to ensure consistent application across the sales department and collaborate with other departments to gain insight into other processes and guidelines that would benefit Sales staff. Periodically prepare informational presentations beneficial to the Sales staff.

• Identify recommendations and manage the implementation of approved improvements to the lead catching, RFP responding, license agreement generating processes and procedures to achieve successful sales booking efforts.

• Develop and prepare regular and custom reports, forecasts, and other booking performance materials, including Sales reports to senior leadership and the Board of Directors.

• Create and manage up\-to\-date Sales business processes and desk procedures and communicate updates to appropriate staff and departments.

• Support Sales staff with client visits, sales activations, and follow\-up by engaging in each when appropriate.

• Review existing processes and procedures periodically for possible revisions and make recommendations for implementation.

• Collaborate with Sales Administrative Assistant and the Center’s Communications team to ensure Sales related collateral is current and accurate and the inventory is maintained.

• Prepare and provide booking / financial reports for department and organizational needs and requirements and ensure maintenance of all records according to archive standards.

• Conduct regular research and manage the competitive set analysis for the Sales department.

• Establish and maintain effective working relationships with Visit Seattle, other Center departments and Service Partners to ensure an effective and collaborative flow of information and be prepared to present information and respond to questions from the same.

• Work directly with the Center’s Service Partners and maintain within the Sales department their sales and pricing information for easy access by Sales team.

• Maintain a thorough understanding of and successfully perform all duties, responsibilities, and department procedures in a calm, professional, safe, and effective manner.

• Exercise independent professional judgement in solving problems within the scope of this position.

• Perform work demonstrating successful skills in dependability, communications, customer, and co\-worker service, planning and organization, job knowledge, judgment, and teamwork.

• Perform other related miscellaneous duties as assigned.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.*

While performing the duties of this job, the employee is regularly required to see, talk, hear, sit, stand, walk and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Minimum Qualifications

• At least four (4\) years of experience in a hospitality setting, event coordination or related position
• Experience in managing multiple work activities and projects for multiple co\-workers

Preferred Qualifications

• Bachelor Degree
• Experience with Momentus Event Management software.

• Equivalent combination of education and experience may be considered.

Disability Accommodations and Equal Employment Opportunity

If accommodations are required either to complete the application process and/or attend an interview, please contact the Human Resources Department at 206\-694\-5038\.

• Seattle Convention Center is committed to the policy of equal employment opportunity and nondiscrimination on the basis of race, creed, color, national origin, sex, marital status, sexual preference, orientation, gender identity, genetic information, pregnancy, age, religion, veteran status, military status, disability, or any other status protected by law.*

Notes on the Application Process

• This posting may be taken down at any time. Review of applications will begin immediately

• Only applications submitted directly to Seattle Convention Center’s jobs page will be considered; applications submitted via external websites / apps will not be received

• A current resumé may be submitted in lieu of filling out the attached Application for Employment only if it includes accurate dates – including month and year – of both previous employment and any relevant experience/education history.

• In the event your application is selected for interview, a hiring representative will reach out via your provided phone or email contact information. The final hiring process will involve employment reference checks and a criminal background check