At Dallas Sports Commission, our commitment to leveraging diversity and inclusion to drive business growth is important and necessary for the future of this organization. This commitment to diversity, equity, and inclusion extends to our visitors, citizens, team members, customers, communities, and marketplaces that we serve. We act as a catalyst for change within our organization and industry. We market Dallas as an ideal convention and leisure destination for all. 

Position Summary: 

The Administration and Office Coordinator provides operations and service support to sporting events, competitions, conventions, meetings, and trade shows. Provide office management and operation support for the DSC team.  This position will assist in coordinating site visits, FAM tours, and other hospitality events.  This position will work with the sales and events teams from an administrative standpoint to process invoices, pick-up reports, and bid documents.  This person will need to be flexible and be a team player in assisting the Executive Director, Sales, Marketing, and Event teams as needed during critical events and bid times.  This position will also serve as a liaison on various Local Organizing Committees for major regional sports events. 

Essential Role and responsibilities: 

• Coordinate and participate in Dallas Sports Commission special projects/events to include but not limited to familiarization tours, client/special events, sales calls, and tradeshows by preparing payments for process, sales kits, sending evite, managing RSVP lists, supplier partner list, name badges, event organization, budget, and follow-up correspondence. 
• Coordinate the operations and logistics of the Dallas Sports Commission offices including scheduling of vendors, building services, mailings, cleaning, parking, shipping, meeting room management, supplies, storage, and special events.
• Create reports, agendas, itineraries, and meeting minutes needed for internal or external review, staff meetings, board meetings, site visits, and/or familiarization tours.  
• Arrange site visits, FAM tours, and ancillary hospitality events with clients at hotels, venues, restaurants, etc. and provide the client with knowledge of services needed to host their event in Dallas.

Additional responsibilities: 

• Accurately track all commitments, pick-up reports, and actual expenses for events within the CRM database and share file system.
• Be on-site to help with client events or assist in hosting Dallas Sports Commission events.
• Create and manage the promotional items and client gift closet, inventory, wrapping, and distribution system.
• Work with the Visit Dallas team to develop and schedule welcome desk programs for major events.
• Be able to work independently without direct supervision and approach the work environment with a team approach.

Expected Competencies, performance attributes and characteristics: 

• Ability to represent DSC in a professional manner while interfacing with internal and external clients. 
• Strong and consistent ability to prioritize activities and ability to handle multiple responsibilities within specific time guidelines.

• Proficient computer skills in database management, word processing, windows-based software, and general office equipment
• A proven history of achieving and exceeding goals and the ability to work independently or within a team.
• Skill and ability to develop and implement portions of a business plan. 
• Strong problem-solving skills along with solid organizational skills and attention to detail
• Competitive in striving to achieve potential and identified goals.
• Robust internal and external communication and customer service skills (written and oral).
• Strong project management skills in oversites and events.
• Experience identifying and developing new opportunities. 
• Must be technologically proficient in Microsoft programs/tools. 
• Excellent written and verbal communication skills.

desired education and experience: 

• Bachelor’s degree in hospitality or Sports Management preferred or equivalent experience and additional education or graduate-level courses specific to sports tourism and/or hospitality. 
• Minimum of two (2) years of related experience showing progressive growth and learning and/or training equal to the skill level needed to perform this position. 
• Prior experience in the hospitality, convention bureau or sports industry a plus. 

work environment and physical demands: 

The person in this role will mostly operate in an office environment with frequent and consistent use of a laptop computer, monitor, keyboard, mouse, cell phone and copier.  It is largely a sedentary role with extended work time sitting and using a cell phone and computer with desktop accessories.   There will be occasions working at off-site locations including the convention center and hotels where the environment will vary.   The team member will need to occasionally lift and/or move up to 50 pounds.  

Expected hours of work: 

This is a full-time position with an expectation of 40 + hours of work each week.  The regular office hours are Monday through Friday 8:30am to 5pm.  Must have the ability to work off hours as needed by business demands and third-party managed special events including but not limited to attending business functions, and DSC events. 

Expected travel: 

The person in this role can expect up to 40% local travel (within the City of Dallas) and may require travel on occasion outside of Dallas and the immediate driving area to attend industry meetings, conferences, and other events or activities.  A valid Texas Driver License and good driving record are required.