Remote Global Sales Coordinator

About ConferenceDirect

ConferenceDirect is a leading event management and hospitality services firm that helps clients save time and money by securing the best hotel accommodations, meeting space, conference venues, and hospitality services at favorable terms.

Job Overview

The Global Sales Coordinator is a key operational and meeting requestor support resource for a large global strategic meeting management program (SMMP). This role drives service excellence, process efficiency, and successful program execution. The coordinator partners with Global Account leaders, hotels, suppliers, meeting requestors, and internal teams to support sourcing, contracting, financial reconciliation, reporting, and customer engagement. The ideal candidate is organized, detail-oriented, technologically proficient, and passionate about delivering exceptional meeting requestor experiences.

Key Responsibilities

Global Account & Meeting Requestor Support

• Provide administrative and operational support to a remote-based Global Account team.
• Serve as a primary liaison between field teams, meeting requestors, suppliers, and ConferenceDirect corporate support functions.
• Support strategic meeting requestor programs by ensuring timely and accurate execution of sourcing, contracting, and operational activities.
• Respond promptly to inquiries from meeting requestors, hotels, and suppliers while maintaining exceptional customer service standards.
• Collaborate with team members to deliver seamless support throughout the event lifecycle.

Contract Administration

• Manage and maintain ConferenceDirect office systems and operational workflows.
• Process monthly bookings, monitor booking activity, and support month-end close procedures for executed agreements.
• Review, track, and process customer contracts in accordance with customer policies and meeting requestor requirements.
• Maintain accurate booking records, contract documentation, and meeting requestor account information.
• Assist with contract collection, storage, and compliance management.

Hotel & Supplier Relationship Management

• Partner with hotel contacts and suppliers to obtain event history, room block performance data, master billing information, and executed agreements.
• Support supplier engagement efforts to strengthen ConferenceDirect's industry partnerships.
• Facilitate communication between meeting requestors, hotels, and account teams to resolve operational issues and enhance service delivery.
• Manage supplier documentation and support invoice reconciliation processes.

Financial & Operational Coordination

• Support venue billing processes in partnership with the Accounting team.
• Assist with invoice auditing, billing reconciliation, and financial reporting activities.
• Oversee customer loyalty points programs.
• Monitor project timelines and proactively follow up on outstanding deliverables.
• Support monthly account reporting and operational performance tracking.

Technology & Process Excellence

• Manage and support the Simple Meeting Solution platform, including user support, hotel engagement, and process optimization initiatives.
• Identify opportunities to improve workflows, enhance efficiencies, and standardize best practices.
• Maintain accurate CRM and meeting requestor database records.
• Utilize technology and data to support visibility, reporting, and informed decision-making.

Program Support & Customer Experience

• Coordinate customer satisfaction survey programs and reporting analytics.
• Monitor meeting requestor feedback and support continuous improvement initiatives.
• Assist with special projects, strategic initiatives, and departmental priorities as assigned.
• Contribute to a culture of service excellence, collaboration, and accountability.
• Other duties as assigned.

Requirements & Tech Stack

• Exceptional attention to detail and organizational skills.
• Strong verbal and written communication abilities.
• Ability to manage multiple priorities in a fast-paced, remote work environment.
• Demonstrated problem-solving and critical-thinking skills.
• Strong customer service orientation and relationship management capabilities.
• Proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong analytical and reporting capabilities.
• Authorized to work in the United States.

Preferred Qualifications

• Hospitality, operational support, meetings management, event planning, sourcing, or related industry experience preferred.
• Experience supporting corporate meetings, conferences, or strategic meeting management programs is highly desirable.
• Familiarity with hotel contracting, group bookings, and supplier negotiations is a plus.

Location: Folsom, CA (3/2 hybrid after 90-day probationary period)

Schedule: Monday-Friday, Hours TBD

Travel Requirements: 2-3 trips annually

Physical Requirements: Limited travel required. Must be able to lift, carry, or move up to 25 pounds.

Education: Bachelor's degree preferred or equivalent professional experience.