Visit Williamsburg Careers

Full job description

Summary

Visit Williamsburg, the Destination Marketing Organization (DMO) for the Historic Triangle, is seeking a Sales Administrative Coordinator to provide essential administrative and coordination support to the Sales Team, helping ensure the smooth process of sales initiatives that drive meetings, events, and group business to the destination. This role supports sales managers through timely follow-up, accurate data and CRM management, and coordination of client services, familiarization tours, site visits, events, and tradeshows. The ideal candidate is highly organized, detail-oriented, and service-driven, with the ability to manage multiple priorities while supporting a fast-paced, collaborative sales environment.

Responsibilities for this position include but are not limited to:

• Provide day-to-day administrative and organizational support to the Sales Team
• Assist with preparing sales materials, proposals, presentations, and contracts
• Support sales managers with follow-up communications and documentation
• Track deadlines and ensure tasks are completed accurately and on time
• Maintain accurate and up-to-date client records in the CRM system
• Enter sales activities, notes, leads, and follow-ups in a timely manner
• Assist with reporting, data pulls, and sales metrics as requested
• Ensure consistency and accuracy of information across systems
• Review lead distribution programs and assign leads according to established criteria; follow up on lead progress
• Support post-group data collection, including pick-up reports and surveys
• Assist with the coordination of FAMs, site visits, client tours, and hosted events
• Support pre-event planning, on-site logistics, and post-event follow-up
• Prepare and deliver welcome materials, amenity bags, itineraries, and event documentation
• Serve as a point of contact for internal coordination and scheduling
• Assist with tradeshow planning, including shipping materials and scheduling appointments
• Prepare sales collateral and promotional items for tradeshows
• Support pre- and post-tradeshow follow-up and lead distribution
• Track tradeshow timelines to ensure readiness well in advance
• Assist with scheduling meetings, appointments, and travel arrangements as needed
• Coordinate calendars for sales leadership when required
• Ensure appointments, deadlines, and deliverables are communicated clearly
• Order and manage sales-related supplies and materials
• Maintain organized digital and physical files
• Assist with expense tracking, invoices, and reimbursement documentation
• Provide coverage support during team travel, remote workdays, or PTO
• Build and nurture relationships with local hotels, venues, attractions, and service providers
• Represent the organization at industry events and networking opportunities
• May require occasional evening or weekend work to support specific events with possible overnight travel on rare occasions
• Perform other related duties as assigned

Qualifications:

• High School diploma or equivalent (GED) required, AA/AS degree preferred
• 2-3 years of experience in sales, event planning, customer service, or a related role; experience in the travel, tourism, or hospitality industry preferred
• Experience with CRM systems and project management tools a plus
• Excellent verbal and written communication skills
• Ability to work independently within established processes and guidelines while supporting a fast-paced sales environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational and multitasking skills with a keen eye for detail
• Exceptional customer service skills with a client-focused, service-driven approach
• Ability to anticipate needs and proactively implement established workflows, adjusting as needed
• Ability and willingness to work occasional nights and weekends

Physical Requirements:

• Prolonged periods of remaining stationary at a desk and working with office equipment and keyboards, where noise levels are typically low to moderate
• Occasionally move about the office to access file cabinets, office machinery, etc.
• Occasionally required to lift, carry, or otherwise move items weighing up to 45 pounds
• Occasional in-state and limited out-of-state travel for meetings, events, and related activities

This is an hourly position; pay will be based on experience.

Job Type: Full-time

Pay: From $19.75 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Mileage reimbursement
• Opportunities for advancement
• Paid time off
• Paid training
• Professional development assistance
• Travel reimbursement
• Tuition reimbursement
• Vision insurance

Experience:

• Sales: 2 years (Preferred)
• Administrative: 3 years (Preferred)

Work Location: In person