Sales & Marketing Administrator Job at Legends Global (Los Angeles)

Job Description

The Sales Administrator is responsible for providing day-to-day administrative and operational support to the Sales and Marketing team. This includes handling inquiry calls, coordinating sales and promotional efforts, and assisting the Vice President of Sales & Marketing and department managers. The role also involves clerical duties, event coordination, and contributing to both sales tracking and marketing initiatives.

Job Responsibility

Manage and direct incoming inquiry calls, general information requests, and internal department communications on behalf of the Sales & Marketing Department
Promote positive guest relations, making every effort to accommodate any guest’s reasonable request with the highest standards of courtesy, respect and efficiency
Maintain complete and up-to-date filing systems (both physical and digital) for all department documentation from file assembly through post-event reconciliation per departmental standards
Prepare and distribute reports as requested by the General Manager or Vice President of Sales & Marketing
Monitor and maintain department inventories including office supplies, brochure maps, and sales/marketing materials
Support sales team and potential LATCB as Momentus systems and DocuSign Superuser by stepping in to troubleshoot or assist team(s) with questions
Handle all Internal Event requests from LACC and reserve space using the Event Booking Management System (Momentus)
Liaise with Event and Finance Department to ensure accurate and timely processing of event files
Participate in, coordinate, and/or prepare departmental documentation for meetings as required, including Department, Staff, Committee, and other internal meetings
Support LACC Sales Managers by inputting billable client expenses in Momentus
Act as primary sales contact for all parking agreements
Digitally maintain all department documents and on shared sales drive
Work cooperatively with LA Tourism & Convention Board (LATCB’s) sales team in processing citywide booking requests by reviewing, correcting and approving space reservation forms (transmittal slips) and alerting sales managers of any incomplete or incorrect information
Input Leads and Opportunities into CRM System
Support site inspections and assist with the preparation of quotes as needed
Prepare weekly internal status reports
Prepare monthly reports for campus partners
Input LA Live Campus Calendar into Event Booking Management System (Momentus) on a weekly basis
Process Space Rental Applications and conduct reference checks
Follow up with clients on outstanding marketing assets
Assist in collection of content for internal employee newsletters
Post newly licensed clients to website calendar
Distribution of Press Releases
Act as back-up to Contract Coordinator by working within the Contract Booking System software environment to support entire sales team. This includes entering event bookings, changes and updates, drafting License Agreements and Addendums, sending contracts to clients via DocuSign, tracking returns and processing final documentation
Assist with other administrative tasks as assigned
Perform other duties, special projects and responsibilities as assigned which may or may not be directly related to job specifications

Requirements

Excellent Customer Service skills required
Must be able to maintain good business relations with guests, clients, and service providers
Must possess extremely strong organizational skills with keen attention to detail
Must be a clear, detailed-oriented thinker, able to analyze and resolve problems and exercise good judgement
Must be able to quickly learn and easily understand new technologies and how to independently resolve challenges at hand
Must be able to meet tight deadlines and work effectively in a high-pressure environment
Must possess exceptional verbal and written communication skills with strong proofreading abilities
Must have professional attitude and appearance
Must be able to collaborate with other departments within the LACC and provide effective communication, respecting the chain of command
Must have a positive attitude and the ability to deal well with changing assignments and priorities
Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and the ability to learn required business systems
Must have reliable transportation
Required variable work schedule such as late hours, early mornings, extended hours, holidays, and weekends
A minimum education level of High School Diploma or equivalency (BA/BS degree preferred)
Minimum of two (2) years previous experience in Sales, Marketing, Communications, Entertainment or related industry experience (i.e. advertising agency, radio/television) required
Combination of education and experience will be considered

Nice to have

Bachelor’s Degree in Marketing, Business, or related field preferred
Experience in the Convention Center, Hospitality or Entertainment industry preferred
Knowledge of Ungerboeck Systems Inc (USI) or Momentus Technologies preferred

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Sales & Marketing Administrator

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