Sports Milwaukee Coordinator

POSITION SUMMARY:

The coordinator will provide administrative assistance and support to the Director of Sports Milwaukee and Sports Development Manager. The coordinator will be responsible for ensuring timely and accurate reporting of all sports event related data, production reports and on demand reports as requested, for both internal and external parties. The coordinator must possess a unique and in-depth understanding of customer relations management (CRM) technology, assist with event housing, third party data and research, financial and contract tracking, as well as database management.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative Support:

• Provide administrative support for the Director and Sports Development Manager as assigned. Duties include assisting with producing and sending correspondence, event leads, reports, preparing bids, presentations, and processing purchase orders and other required documents and financial paperwork.
• Maintain sports department CRM database with timely data entry of status, hotel selection, and document flow to ensure accurate weekly and monthly reporting; Generate reports, searches and queries from the CRM and other sources as directed.
• Manage the document cycle of client agreements, including creation, distribution, and final receipt and execution of documents.
• Maintain electronic files and calendar for Sports Milwaukee Director.
• Assist with the coordination of site tours, FAM tours, client meetings and events, and special events as needed, including itineraries, and other arrangements as requested.
• Assist with tradeshow preparations including exhibit and display materials, shipping, and other duties as assigned.
• Work with the marketing manager & team on post-tradeshow duties to include updating CRM, coordination of follow-up communication and inputting appropriate traces into the CRM for the appropriate team member.
• Assist Director with special projects as requested, including assisting team members while out of office.
• Expedite event planner materials and collateral requests.
• Participate in department and committee meetings, including scheduling, attendance, document preparation and set-up.
• Provide back-up administrative support and reporting for Sales Coordinators, on an as needed basis.
• General administrative support to include shipping, electronic file clean-up, spreadsheets, and PowerPoint presentations.
• Visiting partners to pick up supplies for sales missions, industry events, sales calls, etc.
• Staff reception area on an as needed basis.
• Other duties as assigned.