PRIMARY OBJECTIVE OF THE POSITION:

Supports the Vice President of Sports by helping recruit, retain, and grow sporting events in Arlington and surrounding areas through a mix of sales, event services, and partner relationship management. Generates and qualifies sports event leads, routes opportunities to the Arlington Convention Center and area hotels, and supports the sales process by managing contracts, signatures, and event verification documentation. Provides pre-event and on-site services to booked groups, including coordinating volunteer support, collateral distribution, familiarization tours, and other department and bureau events. Builds and maintains strong working relationships with hotels, city and school partners, sports facilities, and local associations; prepares and presents bids, travels to trade shows and sales missions, and maintains accurate CRM (Simpleview) records, reporting, inventories, and administrative support for advisory board, budgeting, and related processes.

MAJOR AREAS OF ACCOUNTABILITY:

Sales:

Engage in sales by bringing leads for the use of facilities for sporting events.

Develop leads and distribute to Arlington Convention Center, local hotels/motels.

Maintain a sales goal dedicated to executive sports sales (50 peak and below).

Collecting signatures, contracts and event verification forms for the sports sales team as needed.

Relationships:

Develop and maintain an inventory of sports facilities and develop a working relationship with the managers of these facilities and maximize their use.

Maintain a professional dialogue, with Arlington hotel partners, to include becoming a liaison for hotel sales personnel to ask questions and request information with regards to leads, best practices, and use of our customer service database (CRM).

Cultivate a strong relationship with the City of Arlington - Parks and Recreation Department; the Arlington Convention Center; the Arlington Independent School District and other local ISD’s, colleges and university athletic departments (University of Texas-Arlington, Tarrant County College, etc.) and the managers of these facilities as well as other private assets that could be used as potential sports venues.

Discuss events and projects with industry partners.

Develop and implement strategic plans to effectively recruit sports-related national governing bodies (NGB’s) and event organizers to Arlington facilities and hotels.

Communicate customers’ needs and encourage plans to upgrade facilities (as necessary and appropriate).

Develop working relationships with local youth and adult sports associations in an effort to identify groups that desire to bring national governing bodies (NGB’s) and other event-rights holders to the city.

Participate in sales trips to national markets, as well as other cities designated by the Vice President of Sports. This position, when necessary, will also travel for the purpose of bid presentation opportunities.

Travel to sports-related and other assigned market trade shows; develop and deliver verbal and written presentations to clients and stakeholders and develop files on potential sporting and special event clients.

Prepare and present bids to organizations to book events, when appropriate provide local businesses with bid materials.

Customer Service Database (CRM):

Maintain sales account files and distribute sales leads and correspondence to hotels under the direction of the Vice President of Sports.

Maintain and develop an active file base in Simpleview, of potential clients through regular personal, telephone and written correspondence that are considering the region for potential meetings and events.

Create and keep up to date Sports Department Simpleview Best Practices and Standard Operating Procedures (SOPs).

Record appropriate organization, contact and activities in the Arlington Convention and Visitors Bureau CRM database.

Maintain accurate booking records and pertinent sports marketing materials and sports calendars.

Provide accurate reporting as needed of department goals, financial commitments and department activities.

Inventory promotional items for accurate number of resources on hand.

Texas Event Trust Fund:

Responsible for back-up assistance only in the Texas Event Trust Fund process from start to finish – i.e., application, execution and disbursement of the Texas Event Trust Fund or Major Event Trust fund on behalf of the ACVB and City of Arlington. Timely production of signed documents and accurate record keeping obtaining State funds for events taking place in Arlington.

Sports Commission:

Maintain up to date list of Sport Commission Advisory Board Committee Members.

Schedule and Inform all Committee Members of Advisory Board Meetings and Events.

Accounting:

Assist Vice President of Sports in the development of Sports Department Budget.

Work with Accounting Team to ensure up to date spending is reporting.

Research, order and maintain current inventory list for Sports Department.

Position will require flexible hours and may often include weekends.

Perform other related duties as assigned by the Vice President of Sports.

Allocation of Senior Vice Presidents of Sports & Events expense reports.

Services:

Provide appropriate services to sports groups with a definite booking for Arlington, including (but not limited to) scheduling volunteer assistance, providing promotional collateral materials to event planners, and providing on-site assistance with planning & execution of events.

Plan and coordinate hotel, convention center and city tours for meeting planners & for those planning or contemplating Arlington as a convention destination. Generate leads for hotels by following up on potential business provided by inquiry, through trade shows, trade publications, familiarization trips and sales calls.

Assist in the implementation of departmental and bureau events such as familiarization tours, sales missions, and direct mail campaign, etc.

Develop and maintain an inventory of local business that can provide sports services such as transportation, medical personal for hire, group dining options develop a working relationship with the managers of these facilities and maximize their use.

Procurement of promotional items and accurate inventory of items.

Commit to fostering the ACVB TEAM first environment and our culture, by following our core values: we own it (commitment), we lead (Strategic), we win (Results-Driven) and we celebrate (Passionate). To promote and adhere to workplace excellence, growth, professionalism, integrity, and have the desire to make a significant impact on internal and external constituencies.

Perform all other duties as may be assigned.

REQUIREMENTS:

Education and/or Job Experience, Skills, Qualifications:

Bachelor's degree in marketing, hospitality, sports management, or business administration; Preferred two (2) years of sports commission, CVB or other sports event production related experience. Ability to focus on and prioritize key business objectives is a must.

Computer/Technology Skills:

Solid skill level in terms of all software specifically associated with the Microsoft Office package, Outlook, Word, Excel and Power Point. Ability to quickly become familiar with and utilize the Bureau’s customer service database system (CRM).

Other:

Be willing and able to travel and work evenings, weekends, and holidays based on clients and office demands. Up to 20% travel; occasional irregular hours, including evenings and weekends.
Possess a current and valid driver's license.
Be able to exercise judgment and diplomacy in various public contact situations.
Work effectively with a diverse cross-section of people, including board members, industry stakeholders, community leaders, elected officials, and industry partners.
Possess strong interpersonal skills.
Should require minimal supervision.
Must work well in a team environment.
While performing the duties of this job, the employee is regularly required to stand; walk; use hands to handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit and stoop, kneel, crouch, or crawl.
The employee may be needed to lift or move up to 50 lbs.
Reasonable accommodation will be made to enable individuals with disabilities to perform essential functions. We are an Equal Opportunity Employer.

Arlington Convention & Visitors Bureau

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Sports Sales & Services Specialist