Job – Destination Management Coordinator

Job Description

Summary:

The Destination Management Coordinator provides office support to the members of the Destination Management Department which is responsible for engaging local stakeholders in the tourism industry. A key component of this job is its administrative support to the VP of Destination Management, Equity & Community Affairs.

The application deadline is 4:00 pm, September 25th.

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Reasonable Accommodations:

To perform this job successfully, an individual must be able to perform each essential duty and physical demands satisfactorily with or without a reasonable accommodation.

Essential Functions:

  • Provide administrative support to VP of Destination Management by coordinating travel arrangements, schedule management, meeting coordination, presentation decks, committee meeting minutes and other tasks as assigned.
  • Support Destination Management Operations Manager with tracking for departmental programs, including partner dues revenue, sponsorships and grants, using the company’s CRM database.
  • Direct partner inquiries to the appropriate Destination Manager and assist with data entry of new partner accounts and contacts.
  • Support Destination Management Team in coordinating logistics related to local partner, advocacy or stakeholder events.
  • Under the guidance of the VP of Destination Management, assist in administering Travel Portland’s destination management grant program. Serve as a liaison to other departments within the organization and track grant awards in the company’s CRM.

Secondary Functions:

  • Attend and contribute to weekly team meetings
  • Assist with partner inquiries, both in person and by phone or email, as needed.
  • General administrative support including purchasing, shipping, and records management
  • Other related duties which may be necessary or desirable to support Travel Portland’s success.

Supervisory Responsibilities:

Administrative/Line Staff
This position has no supervisory responsibility but may provide leadership and guidance to volunteers and/or temporary staff and/or assist with orientation of new members of the work group.

Education and/or Experience; Certificates, Licenses, and Registrations:

  • High School Diploma or equivalent
  • A minimum of 2 years of experience providing administrative/office coordination in organizations like government agencies, nonprofit organizations, or the hospitality industry
  • An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties
  • Must possess a current and valid driver’s license

Necessary Knowledge, Skills and Abilities:

  • Knowledge of Microsoft Office Suite and general knowledge of office equipment
  • Knowledge of file management and record keeping (database management skills)
  • Knowledge of information management systems, can adapt quickly to system changes and updates
  • Knowledge of membership organizations, nonprofit grant administration (preferred not required)
  • Skilled in personal and professional organization, time management and attention to detail
  • Skilled in high level, professional customer service
  • Skilled in professional communication including verbal, written and telephone
  • Ability to work effectively in a team as well as with a diverse cross section of people (training in cross cultural competency preferred)
  • Ability to coordinate small-scale events for the Destination Management Team
  • Ability to perform consistently in a fast-paced, multitask environment with frequent interruptions
  • Ability to be available for occasional evening, early morning or weekend work 

Physical Demands / Work Environment:

General office environment: Majority of work is completed in a general office environment with exposure to moderate levels of noise in a well-lit, well-ventilated and moderately paced environment; Continuously required to hear and/or respond to verbal/audio cues, see and/or respond to visual cues, perform repetitive motions of hands and wrists, and read computer screen.  Frequently required to sit.  Occasionally required to walk.  Rarely required to stand, climb, balance, stoop, kneel, crouch, crawl, twist, bend, or reach with hands and arms.  Rarely required to push, pull and/or carry objects up to 25 pounds.

Travel Portland believes that each employee makes a significant contribution to our overall success.  That contribution should not be limited by the assigned responsibilities. Therefore, this Job Description is designed to outline primary duties, qualifications and job scope, but not limit the incumbent or Travel Portland,  to just the specific work identified. It is our expectation that each employee will offer his or her services wherever and whenever necessary to ensure the success of our endeavors.

The application deadline is 4:00 pm, September 25th.

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