Destination Services Coordinator

JOB SUMMARY

The Destination Services Coordinator is responsible for providing high-level administrative assistance to the Department of Destination Services and for coordination between the department divisions of Tourism, Main Street, Events, and Marketing, and other City departments.

ESSENTIAL JOB FUNCTIONS

• Processes all department grant applications including executing meetings, creating supporting documentation, and facilitating the payment process for grant recipients.
• Greets all incoming Welcome Center guests and provides information on Buda attractions, restaurants, retail locations, experiences, and events.
• Maintains all departmental, Visitor Center records and office calendars, including monthly, quarterly, and yearly inquiry tracking reports and compiles data for monthly reporting to the Buda City Council.
• Monitors budget expenditures, creates purchase orders, and codes invoices and purchase card transactions.
• Manages point-of-sale transactions and all associated processes, including tracking, and depositing all incoming money from merchandise sales, event registrations, and sponsorships.
• May assist with the day-to-day execution of city’s online presence (Facebook, Twitter, Nextdoor, Instagram, etc.), including posting information; on-going monitoring; maintaining distribution lists; and gaining input from city staff, as necessary.
• Provides general administrative assistance to include filing, sorting, and retrieving records, inputting data using various computer equipment and software: photocopying; maintaining office supplies; sorting and distributing incoming mail; and providing administrative support assistance to enable staff to effectively, efficiently, and promptly perform their duties.
• Takes minutes of various public meetings, office, and event-related activities.
• Researches and maintains database of partnership and grant opportunities for Destination Services programs and activities.
• Assists with research and development of departmental programs and campaigns, as needed.
• May assist events coordinator with special projects and correspondence related to potential sponsors and promotions. Works with the team in planning, coordinating, and executing large-scale and Main Street events.
Prepares and ships online merchandise orders and coordinates in-store pick-ups.

• Maintains inventory and distribution of all Buda collateral.
• Responds to inquiries by mail, telephone, in-person, online, and email, and acts as the point person for the Welcome Center.
• Exercises initiative, independent judgment, and confidentiality.
• Conveys a positive, professional image reflective of the City of Buda and the Welcome Center.
• Provides prompt and excellent customer service both with internal and external customers.
• Exhibits regular, reliable, and punctual attendance.
• Performs other related job duties as assigned.

  QUALIFICATIONS

  Education and Experience:

  Bachelor’s Degree preferred with 2 years of administrative experience. A combination of education and experience may be considered.

  Special Qualifications:

  None.

  Knowledge, Skills and Abilities:

• Knowledge of social media platforms and website content management.
• Skill in communicating effectively, both verbally and in writing.
• Ability to work effectively and efficiently without direct supervision.
• Ability to write reports, prepare business letters, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
• Skilled in organization and office management.
• Ability to respond diplomatically to disgruntled customers and visitors.
• Ability to maintain positive working relationships with citizens, the public, employees, and volunteers.
• Ability to work well under pressure and stress; meet deadlines; plan, organize and prioritize multiple work assignments.
• Ability to work in a collaborative team environment.
• Ability to work remotely, upon approval.
• Soft skills include effective communication, being a team player, flexible, and a problem solver, accepting feedback, possessing confidence, and creative thinking.

PHYSICAL DEMANDS

The work is light and includes exerting up to 20 pounds occasionally and/or up to 10 pounds of force to move objects and the following physical abilities: fingering, hearing, mental acuity, speaking, standing, talking, visual acuity, and walking.

WORK ENVIRONMENT

The work is typically performed in a safe and secure work environment that may periodically have unpredicted requirements or demands due to indoor and outdoor event support. Must have a flexible schedule for potential after work hours and weekends for event support. This position works on-site. Must be able to manage stressful work demands.