Administrative Sales Coordinator - Visit Santa Barbara

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All applicants are considered for all positions without regard to race, color, creed, religion, sex, national origin, citizenship status, ancestry, age, marital status, veteran status, physical or mental disability, pregnancy, medical condition, sexual orientation, or any other legally protected status. By completing this application, you are seeking to join a team of hardworking professionals dedicated to consistently delivering outstanding service to our customers and contributing to the
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Company Profile:

Visit Santa Barbara is an organization providing a comprehensive visitor’s guide to Santa Barbara, CA.

Job Summary:

Working in a team of 6 sales managers, provide administrative support in an effort to promote Santa Barbara as the preferred destination for group travel, by engaging in database management, process management, logistical planning and coordination of sales activities and events.   

Duties / Responsibilities:

Assist sales managers with the organization of familiarization trips to include, sourcing locations, invitation lists, client communication, sourcing / reserving supplier partner services, post trip thank you letters / follow up;

Coordinate and oversee robust logistics for trade shows, sales missions and client events;

Coordinate printing and distribution of pre/post-event promotions and emails; monitor and deliver conference servicing materials and literature;

Prepare and ship meeting planner kit requests and tour operator kit requests to appropriate parties;

Coordinate quarterly sales meetings with the hospitality industry, including venue selection, agenda preparation, confirmation of presenters and tracking RSVPs;

Manage sales activity in Outlook calendar, co-op opportunity calendar and invoicing process;

Coordinate solicitation of domestic and international leads for tour & travel, corporate, incentive, association, third-party and SMERF market segments including, content creation for distribution of general prospecting emails to group customers;

Assist with business development and database research and identifying prospects for solicitation from customer relations database as well as Knowland, CVent, and other sales database tools; 

Works in conjunction with PR and marketing team to distribute photo, video and boilerplate marketing tools for the sales team;

Distribute leads according to sales territories and turns leads to prospective status;

Field inquiry calls with member referrals and service requests;

Track and produce monthly, quarterly and annual sales performance reports, utilizing sales’ customer relations database;

Update existing pre and post-mailers, client event invitations and other sales promotional materials;

Serve as main administrator and manages database profile for all vendors;

Available for travel outside of Santa Barbara to host client events, attend trade shows, deliver presentations and proposal development;

Other duties as assigned by the Director of Sales.


Prior experience in sales, marketing, business, or communications;

Proficiency in the Microsoft Office suite of products, required; knowledge of Photoshop and Adobe Acrobat DC preferred;

Prior experience in database management and comfortable learning new technologies;

Proficient oral and written communication, editing, researching and fact-checking skills;

Possess strong attention to detail, organizational, multi-tasking and time management skills;

Proficient customer service skills and demonstrated diplomacy acumen when interacting with visitors, clients, vendors and hospitality community;

Ability to work to strict deadlines in a fast-paced environment;

General familiarity with Santa Barbara as a destination;

Must hold a valid California driver’s license, clean driving record and auto insurance, in addition to a reliable vehicle to use on company business;

Ability to lift up to 25 pounds in weight.

Working Hours:

8:00AM – 5:00PM Monday through Friday


$17.00 - $19.50 per hour, DOE; health insurance @ 100% coverage for employee; paid sick and vacation time; 401k with 3% annual employer match

Location: Santa Barbara, CA
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