Vacancy for Business Development Coordinator

Imagine Exhibitions, a pioneer in global traveling entertainment and immersive experiences, is seeking an experienced Project Manager oversee a segment of the company’s exhibitions ranging from 5,000 to 25,000 square feet as they are created, in transit, installed, operating or removed. This person is client facing and also works closely with many internal teams. This position is a full time, position.

Job description

The Business Development Coordinator will report directly to the COO and VP of Sales. This role will perform administrative duties to ensure the business development team has adequate support to work efficiently. The Business Development Coordinator will document meeting notes and provide clerical support in routine and high-level meetings, prepare partner communications, be the go-to person for the CRM for data entry, cleaning, and troubleshooting, as well as booking all conference details for the business development team such as hotels, printing guides and more. This is a primary role in ensuring the business development team’s functions are coordinated to achieve a high level of efficiency and productivity within the company. To be successful in this position you should be detail-oriented, professional, technologically-savvy, a great problem solver, and have excellent written and verbal communication skills.

Responsibilities

• Scheduling routine meetings and recording decisions (e.g., next steps, assigned tasks, a summary of discussions, etc.)
• Compiling and submitting expense reports for business development team members
• Submitting invoices for the business development team to the internal accounting team and coding appropriately
• Recording and tracking expenses against budgets
• Fielding and responding when appropriate to general website inquiries
• Compiling monthly, quarterly, and annual reports to internal and external clients
• Smartsheet work to include creating booking forms, creating HUBS or Dashboards to communicate on projects
• Manage lead curation and delegation through the company website and CRM systems
• Zendesk/CRM admin and maintenance support to include constant data integrity, bulk email launches to support COO, and regular database cleaning
• Smartsheet support for sales staff to include creating and updating booking sheet
• Dropbox support to include updating links in current selling materials
• Contacting current and new clients for obtaining relevant information regarding exhibition data, finalizing and filing sales contracts under the supervision of the COO
• Database administrative work; cleaning data, importing contacts, troubleshooting issues
• Main POC for all Zendesk/CRM issues and additional use for the team
• Website leads curation and delegation to where appropriate
• Manage conference registrations for the business development team including hotel confirmations and administrative activities for 5+ conferences per year
• Obtaining printing estimates for printing sales guides and more
• Communicating with partners and vendors about invoicing and finances
• Organizing and maintaining team-wide tools and programs
• Maintain document links for client access
• Manage surveys as needed
• General business correspondence
• Coordinate team building activities and work with CEO’s executive assistant to schedule travel arrangements for team members
• Provide administrative support to COO and VP of Sales
• Other duties as assigned