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City of Austin - JOB DESCRIPTION

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Booking & Account Representative
FLSA: Standard/Exempt EEO Category: (50) Para-Prof
Class Code: 11140 Salary Grade: QB0
Approved: April 18, 2002 Last Revised: September 11, 2017

Purpose:
  Under general supervision, perform the facility scheduling and booking processes/activities for a public assembly/event facility
Duties, Functions and Responsibilities:
  Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
1. Determines space availability for prospective events/clients. Reviews surrounding events to ensure physical feasibility of potential client's needs. Develops facility pricing information and sends prospective clients booking applications.
1. Reviews client's preliminary specifications provided by Austin Convention and Visitors Bureau and identifies facility space needed.
3. Conduct reference checks on prospective clients and review for outstanding financial balances.
4. Reviews booking, contracting, operating and event procedures with prospective clients. Assists clients in determining event needs (i.e. food/beverage, audio/visual, utilities, insurance, etc.)
5. Discuss and provide information regarding event placement with clients. Review post-event information and identify needed areas of improvement. Relays client's event concerns and issues to Event Coordinators.
6. Participates in industry meetings, conferences and/or trade shows.
7. Provides sales and marketing tours.
8. Maintains the Booking Database and produce and generate reports. Maintains accurate documentation in Booking/Contracting files. Tracks Booking Process timelines which include sales, contracts, pricing and booking
9. Assist Booking/Account Supervisor in determining final facility pricing.
10. Researches and surveys other facilities and recommend facility booking policies and pricing.
11. Tracks Booking Process timelines which include sales, contracts, pricing and booking. Reviews event placement and identify areas of improvement. Maintains accurate documentation in Booking/Contracting files.
Responsibilities - Supervisor and/or Leadership Exercised:
  None.
Knowledge, Skills, and Abilities:
  Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
Knowledge of facilities and event planning.
Knowledge of principles and processes for providing customer service.
Knowledge of principles and methods for showing, promoting, and selling products or services.
Knowledge of marketing strategies.
Knowledge of city practice, policy and procedures.
Skill in oral and written communication.
Skill in handling multiple tasks and prioritizing.
Skill in using computers and related software applications.
Skill in planning and organizing.
Skill in data analysis and problem solving.
Ability to work with frequent interruptions and changes in priorities.
Ability to establish and maintain good working relationships with other city employees and the public
Minimum Qualifications:
  Graduation with a Bachelor's degree from an accredited college or university with major coursework in Business Administration, Public Administration, Marketing, Liberal Arts or related field plus two (2) years of relevant work experience, one (1) of which was in marketing/sales and/or event coordination in a convention center, public assembly/event facility or other related facility/industry.

Experience may substitute for education up to the maximum of four (4) years.
Licenses and Certifications Required:
  None.

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of duties and responsibilities shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.