Sales Coordinator – Oakland, CA

Company Name: Visit Oakland

Job Description and Requirements: 
The Sales Coordinator will provide overall sales and administrative support for Visit Oakland's Sales and Services department. The Sales Coordinator should have excellent verbal and written communication skills and be comfortable interacting with tourism professionals, community leaders, business partners and meeting planners at all levels. A strong aptitude for current technology and applications is required as well as the ability to evaluate, recommend and apply these technologies as appropriate. 

The Sales Coordinator should be organized, personable, enjoy working with the public, be creative, and have an aptitude for problem solving. It will be someone who thrives on multi-tasking, taking on new projects as well as day-to-day administrative duties. The Sales Coordinator plays a critical role to the entire department and requires a talented individual who can handle a variety of responsibilities listed below, as well as other sales related projects.


Sales & Services
• Support Vice President of Sales & Services and Sales Manager with the creation of proposal kits, sales materials, and other projects
• Assist in responding to travel trade and meetings leads and sourcing to the appropriate hotels/ venues
• Assist in recording and tracking leads by following up with hotels, entering in the system and responding to both clients and hotel partners within 24 hours
• Facilitate the bid process for travel trade and all groups and conventions requesting overnight rooms and/or meeting space
• Send service request leads/referrals to business partners and city agencies for all requests not including sleeping rooms
• Arrange and coordinate overnight stays, meals, transportation and activities for VIP clients and business partners
• Coordinate all logistics for all travel trade and meeting planner Visit Oakland FAM tours
• Responsible for all tradeshow and sales mission preparation and logistics
• Delegate preparation of promotional collateral to Visitor Services

CRM Administration and Reporting
• Manage all aspects of Visit Oakland’s CRM sales database
• Write and compile all reports (ad-hoc and bi-monthly) on sales performance, activities and strategy
• Manage and maintain detailed records of communications, proposals and contracts for all convention groups requesting overnight rooms, meeting space, or services from Visit Oakland
• Create and update templates on Visit Oakland’s database
• Responsible as the CRM Administrator for the Sales Department

• Maintain calendar schedule and appointments
• Monitor, screen, respond to and distribute incoming communications
• Responsible for generating and processing invoices to partners for event participation
• Prepare and review sales related reports
• Manage and maintain tradeshow, sales mission, client event and sales related calendars

Event Planning
• Assist in arranging Sales Lunch & Learn, Hotel Director of Sales meetings and sales industry events
• Assist with conducting site visits to book Visit Oakland events
• Enter and track quotes received in the Visit Oakland CRM
• Manage tracking of all expenses in the budget for each event
• Manage attendee list and timely communication with all stakeholders


• Bachelor’s degree in business, marketing/communications, or a related field
• Minimum of two years of experience working in a related capacity (can include internships) 
• Strong computer skills, including knowledge of Microsoft Office and Customer Relationship Management (CRM) software
• Excellent analysis, tracking and reporting abilities
• Superb oral and written communications skills
• Available on weekends and evenings as needed
• Valid Driver’s license and a clean DMV record


• Previous experience in hotel sales or hotel event management, including meetings and conventions or significant experience working at a convention and visitors bureau or other similar travel industry organization
• Simpleview experience a plus

Job Location: Oakland, CA

How To Apply:

Company Website:

Company Info: Doing business as Visit Oakland, the Oakland Convention & Visitors Bureau is the official destination marketing organization for Oakland, CA. We are passionate about Oakland and believe in our mission -- Oakland is a World-Class Travel Destination. Visit Oakland serves as the umbrella organization for all visitor-related travel to Oakland. 

Founded in 1999 to market Oakland as a travel and meeting destination, build awareness and stimulate hotel occupancy, Visit Oakland continues with that mission today, aggressively marketing and selling Oakland to attract visitors.

The OCVB is a private, not-for-profit, 501(c)6 organization, with a 21-member board of directors and a staff of eleven. Visit Oakland is funded by a dedicated hotel tax - Measure C, which passed in 2009.

Donna Cohen

I have decades of experience creating and producing online marketing. I left the corporate world to work independently with people who need help establishing and maintaining their online presence. Not everyone knows how, has the aptitude, or time to learn how to use online marketing tools, and nor should they have to try. Those people who need help and/or don't want an in-house marketing team work with me. Each client has different needs, goals and expectations. I do custom work for each of my clients. I get to know each person and know their voice, their style, rhythm and budget. 

I have a large skill set that covers the range of tasks for online marketing. It is both easy and cost efficient to work directly with me. I can get the whole job done. 

Website Design, Build and Optimization, SEO, Keywords, Hashtags, PhotoShop, Email Marketing and Newsletters - Mailchimp, Google Forms (Registration & Surveys), Survey Monkey, SquareSpace, Wordpress, Square, Twitter, Blogger, Tumblr, PowerPoint, Acrobat, Facebook Ads, Pinterest, Instagram, Word, ePub, Excel, Audience Development, and more.

Book Production; Print and eBook, Design, coding, Marketing and building Audiences.