Sales Administration Manager
Overview:
The Sales Administration Manager directly supervises the Sales Coordinators and provides dotted line oversight to the Sports Sales Junior Manager. It is also responsible for Simpleview CRM lead creation, hotel distribution, proposal collection, and other administrative duties to support the MICE and Sports market Sales Managers and National Sales Directors in achieving their individual and overall group booking production targets.
Manages the RFP review to ensure the Sales Coordinators correctly assign leads to the sales team. Additionally, all Simpleview CRM accounts are updated, and leads are created with accurate lead field and tab information, economic impact calculation, countersigned contracts, and other documentation.
Manages the lead Bid Book process to ensure the planner receives a comprehensive package that includes complete hotel and DMC proposals and addresses the planner’s specific concessions and other requests.
Manages the Sales promotional inventory and the Simpleview CRM process, including managing the sales promotion budget to prevent overruns. The process includes receiving vendor quotes, placing and receiving orders, managing shipping, distributing and fulfilling product orders, handling vendor payments, and managing inventory.
The role will collaborate across all departments, with primary interaction with the Sales Department and Group Marketing team, including the VP of Sales and CSO, Sales Coordinators, CRM Manager and Coordinator, National Sales Directors and Manager, Sales Office Manager, Destination Experience Team, Leisure Sales Team, and Group Marketing Team. The position will work most closely with the Sales Coordinators, CRM Manager, CRM Coordinator, and Sales Department Office Manager on reporting, budgeting, and special projects.
Core Responsibilities:
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Create new and update existing SOPs to ensure peak performance.
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Manage all incoming RFP platforms, including Meetings@DiscoverPuertoRico, CVENT, HPN, internal and other industry referrals, email, and phone calls.
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Manage the proper assignment of RFPs to the Sales Manager and National Sales Directors using the Lead Assignment Chart and updating as needed.
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Weekly oversight of the Active Pipeline Report to ensure all events are current, with no past event dates. Contact the assigned Sales Manager or National Sales Director to immediately update any past event leads to a lost, canceled, definite, or assist status.
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Overseeing the timely receipt of hotel contracts; auditing for accuracy before changing pending leads to definite bookings.
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Manage the RFP and lead creation, prioritizing meeting deadlines for proposals and providing on-time delivery of bid books to the client.
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Oversight of the sales team’s weekly traces for timely follow-up.
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Weekly lead audits to ensure the accuracy of essential information used for industry reporting and that the economic impact information is included.
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In collaboration with the CRM Manager, manage the SDR prospecting process, which includes updating account and contact information, creating profiles, leads, and appropriate traces.
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Oversight of the Sports Qualification Form to ensure the Sports Sales Coordinator has received the completed and signed agreement from the event organizer for every sports market lead. Audits and screenshots of the event website and social media channels to ensure compliance with the agreement, including the Discover Puerto Rico logo and descriptions on all advertising platforms.
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In collaboration with the National Sales Directors and Manager, and Sales Office Manager, coordinate and manage sales missions and special events, including research and quotes of destination venues, entertainment, food and beverage, attendee lists, marketing, media support, partner co-ops, and invoicing, tracking of related expenses to ensure no budget overruns.
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Assist hotel partners with Simpleview CRM extranet training to understand the platform, troubleshoot lead issues, and access.
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Attend two to four annual tradeshows, roadshows, or other sales missions to support the sales team, to be assigned and approved by the VP of Sales, and based on budget.
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In coordination with the Group Marketing Director, maintain an adequate supply of promotional/printed material for sales/promotional purposes, including sales kits and other documentation.
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Responsible for regular individual and team meetings to review performance, provide information updates, and training as needed.
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Fulfillment of client, Sales Manager, and National Sales Director requests for promotional materials, including sales kits and shipping requests.
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Participate in local industry events as required by the DMO.
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Promptly answer telephones and route callers to the appropriate persons.
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Coordinate day-to-day administrative operations for the Sales team, managing documentation, communications, payment requests, reporting, records organization, mail distribution, and call management to ensure efficient business operations and seamless team support.
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Lead, coach, and develop a team of Sales Coordinators, providing direction, performance management, and ongoing support to ensure operational excellence and effective execution of sales support activities.
Key Credentials:
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More than 2 years of experience in a management role
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Previous people management experience required, including coaching, performance management, employee development, and leading teams to achieve operational and business goals.
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Sales experience preferred.
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Strong communication and writing skills.
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Fully Bilingual with strong oral and written communication and presentation skills (English/Spanish).
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Strong communication and interpersonal skills. Especially the ability to work across departments to achieve results.
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Ability to work independently.
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Ability to collaborate with several resources and to set priorities
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Technologically efficient, MS Office Proficient
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Willingness to work flexible schedules and provide support outside of standard business hours, as needed to meet business demands and organizational priorities.
If you're interested in learning more about this great opportunity, please upload your resumé in English here.
Full-time
Travel - 3-5%
In-Office/Hybrid Role (based in Puerto Rico)
Discover Puerto Rico is an equal opportunity employer. All qualified candidates will be considered for employment without discrimination based on race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.
