Destination Services Coordinator

PURPOSE OF POSITION:
The Destination Services Coordinator assists the Director by primarily coordinating partner resources to maximize meeting and convention leads, facilitating group travel programs, building new festivals/special events, and enhancing overall destination experience. The Destination Services Coordinator also works with contractors to operate standing city-owned events.

ESSENTIAL JOB FUNCTIONS

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Develops strong cooperative working relationships with Lincoln City tourism partners. Has the ability to recognize common interests and bring disparate groups together around common goals.

Coordinates overall management of VCB’s group travel initiatives in collaboration with lodging and event facility partners including, but not limited to meetings, conventions, group tours, weddings, reunions, and other group travel activities. Maximizes Lincoln City’s presence within key group, group tour, meeting, association and other professional networks through trade shows, direct solicitation, presentations and lead generating activities. Facilitates all private group travel activities. Promptly responds to all group travel inquiries, providing resources, referrals and services as needed.

Builds relationships and maximizes leads resulting in incremental group business booked. Maintains accurate and timely lead generation, follow up and tracking.

Plans and executes familiarization trips with assistance from VCB marketing staff, and lodging, event facility and city-wide tourism partners for meeting and event planners, travel trade and media as required.

Coordinates VCB’s in-market support of meeting, convention and group tour activity through social gatherings, itinerary development, travel companion programs and other assistance as needed.

Researches, solicits and identifies growth opportunities to expand group travel and sales programs. Uses partner feedback, trade show results and lead metrics to fine tune the Group Sales Travel sections of the VCB marketing plan.

The Destination Services Coordinator assists in coordinating the resources of area and industry partners in the incubation of new festivals and events as well as supports destination experiences. Receives processes and executes all special event permits for the City of Lincoln City.

Develops updates and communicates Event Standard Operating Procedures for city-run events. Strives to use contract event management and partner staff to efficiently, effectively and safely conduct city owned and operated events with an eye toward moving the VCB away from direct event management.

Assists with volunteer recruitment for city operated and first–year partner-run events.

Leverages tourism partner resources to enhance destination experience. Facilitates new product development in conjunction with available VCB resources and staff.

Works collaboratively with VCB marketing staff to develop assets to reach target markets through advertising, promotions and public relations. Maintains accurate and up to date information for all group travel, event and other tourism product development assets.

Maintains a positive and enthusiastic image of Lincoln City and the Visitor and Convention Bureau.

Other duties or projects as assigned.

AUXILIARY JOB FUNCTIONS:
Provide assistance to other staff as workload and staffing levels dictate. Maintain proficiency by attending training and meetings, reading materials and meeting with others in areas of responsibility. Maintain work areas in a clean and orderly manner.

JOB QUALIFICATION REQUIREMENTS:
MANDATORY REQUIREMENTS: High School education or equivalent. Must be able to present and maintain a professional attitude and appearance. Ideal candidate must be able to demonstrate excellent written and oral communications, strong organizational skills and attention to detail. Must enjoy and demonstrate ability to deal with people at all levels of contact. Must be comfortable with innovation and have a good degree of creativity. Applicants should demonstrate that they are a reliable and self-motivated individual who can work with little supervision. Ideal candidate should be able to demonstrate a broad knowledge of the local area, including all available meeting and event service providers and local attractions, and be able to demonstrate event coordinating experience and proven sales skills. Candidate should be computer literate with knowledge of Microsoft Office programs, and able to operate a variety of standard office equipment. Must be willing to travel as required. Thorough knowledge of travel trade and market trends, media relations, event planning, project management, communication and fund raising techniques, and have knowledge of grant proposal preparation methods, and volunteer motivation practices.

SPECIAL REQUIREMENTS/LICENSES: Oregon State Driver’s license and ability to obtain OLCC Service Permit.

DESIRABLE REQUIREMENTS: Prior work history in the tourism or hospitality industry, preferably with experience as a meetings, sales and events coordinator for a destination marketing organization. Experience with graphic design software and CRM or other similar database programs.

PHYSICAL DEMANDS OF POSITION:
While performing the duties of this position, the employee is frequently required to sit, stand, communicate, reach and manipulate objects, tools or controls. The position requires mobility. The employee is occasionally required to bend, climb up to 20 feet, squat and kneel as well as stand for long periods. Duties involve moving materials weighing up to 30 pounds on a regular basis and occasionally require moving materials weighing up to 50 pounds. Manual dexterity and coordination are required over 70% of the work period while operating standard office equipment such as computer keyboard and telephone as well as performing other duties related to planning and hosting events.

WORKING CONDITIONS:
Conditions similar to working in an office setting. The noise level in the work area is typical of most office environments with telephones, personal interruptions and background noises. Work is also required outside during events and includes being exposed to traffic noise and the weather.

SUPERVISORY RESPONSIBILITIES:
Supervision is not a typical function assigned to this position; however this position does coordinate and oversee volunteers.

SUPERVISION RECEIVED:
Works under the general supervision of the VCB Director

Requirements

JOB QUALIFICATION REQUIREMENTS:
MANDATORY REQUIREMENTS: High School education or equivalent. Must be able to present and maintain a professional attitude and appearance. Ideal candidate must be able to demonstrate excellent written and oral communications, strong organizational skills and attention to detail. Must enjoy and demonstrate ability to deal with people at all levels of contact. Must be comfortable with innovation and have a good degree of creativity. Applicants should demonstrate that they are a reliable and self-motivated individual who can work with little supervision. Ideal candidate should be able to demonstrate a broad knowledge of the local area, including all available meeting and event service providers and local attractions, and be able to demonstrate event coordinating experience and proven sales skills. Candidate should be computer literate with knowledge of Microsoft Office programs, and able to operate a variety of standard office equipment. Must be willing to travel as required. Thorough knowledge of travel trade and market trends, media relations, event planning, project management, communication and fund raising techniques, and have knowledge of grant proposal preparation methods, and volunteer motivation practices.

SPECIAL REQUIREMENTS/LICENSES: Oregon State Driver’s license and ability to obtain OLCC Service Permit.

DESIRABLE REQUIREMENTS: Prior work history in the tourism or hospitality industry, preferably with experience as a meetings, sales and events coordinator for a destination marketing organization. Experience with graphic design software and CRM or other similar database programs.