Title of Position:                              Convention Services Coordinator
Reports to:                                         Convention Services Manager
Position Summary:                          Along with Convention Services Manager (CSM)responsible for servicing all Albany County conventions, sporting tournaments and meetings.  Works with CSM and meeting planners to determine servicing requirements and other support needed by event/volunteer planners and attendees.  This position contributes to development and delivery of meeting/convention services, which will exceed client expectations.

Duties/Responsibilities:  Administrative

• Contributes to the overall performance of the sales/services department.
• Provides bi-monthly services activity information to Convention Services Manager for inclusion in Department’s activity report to ACCVB Board of Directors.
• Responsible for FilmAlbany database.
• Responsible for tracking and reconciling monthly inventory of services materials through the CRM.
• Maintains updates/services inventory and collateral.
• Responds to requests for information or promotional material and enters that information into the CRM.
• Responsible for maintaining Frontline database.
• Along with CSM, responsible for design and launch of conference microsites.
• Responsible for client follow-up at the close of each event.
• Acts as liaison between planner and service providers; offers suggestions and assistance planning for entertainment, tours, shopping, partner programs and other attractions.
• Responsible for maintaining current/accurate volunteer database along with tracking of volunteer hours.
• Working with marketing department, ensures that the ACCVB branding guidelines are incorporated into marketing messages and promotional materials.

Duties/Responsibilities:  Event Services and Support

• Assists with preparation of trade shows and hosted events where applicable.
• Assists with preparation of event materials, such as preparing Welcome Albany attendee bags, name tags, welcome signs, restaurant listing, personalized Calendar of Events and coordination of Albany kiosks where applicable.
• Enters all contacts or commitments with planners into CRM.
• Build and maintain relationships with meeting planners and provides services/member referrals to convention and meeting planners who are scheduled to bring groups into the area.
• Assists with convention housing reservation programs as needed.  This would include data entry, room block confirmation, client relations and final reporting.
• Manage and supervise the ACCVB volunteer program and volunteers.  This would include locations and duties assigned for conference assistance; coordinate annual volunteer recognition event and produce quarterly newsletter.
• Represent ACCVB at Bureau and community functions when required.
• Assists with development of attendance-building strategies in conjunction with the use of internet based technologies and include social media.
• Assists the convention sales and services department to develop service packages for upcoming and future conventions and sporting tournaments.
• Assists CSM with specific conference marketing and advertising campaigns by preparation of marketing and advertising strategies, plans and objectives.
• Assists brides with Albany information/services/referrals based on their wedding needs.
• Never represents either the meeting planner or service provider in fee negotiations.
• Performs other duties and assists with other Bureau projects as assigned.

Education/Experience/Skills Requirements:

• Extensive knowledge of PC’s along with excellent computer skills including Microsoft office and Adobe
• Experience with internet search engines for convention research
• Good oral and written communication skills
• Strong organization skills
• Ability to manage multiple projects concurrently
• Creativity, enthusiasm and imagination
• Ability to exercise judgment and diplomacy in a wide variety of public contact situations.
• Experience with a variety of office machines
• Marketing experience would be extremely helpful
• High degree of professionalism

Working Requirements:

• Must possess a valid New York State Driver’s license.
• Must have reliable transportation.
• Professional dress required.
• Must be able to lift and transport items weighing up to 50 pounds

Send resume/cover letter via email to:
Debby Goedeke, Convention Services Manager
Albany County Convention & Visitors Bureau
25 Quackenbush Square, Albany, NY 12207 
[email protected], 518-434-1217 x100