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Administration/General Management: Office Manager
SERVICES MANAGER - Visit Enid (Enid, OK)

Job Title:                    Services Manager, Visit Enid                                  

Company:                  Global Spectrum

Location:                   Enid, OK                               

Reports to:                 Director, Visit Enid

Supervises:                 Volunteers

Status:                        Full-Time; Salaried; Nonexempt

EEO:                          Administrative Support Worker

 

Essential Job Functions:

 

Effectively manages, organizes and facilitates the needs of conventions and group tours visiting the Enid area. Acts as a greeter to all individuals calling or walking in requesting information about the destination.

 

Groups

1.      Assists on familiarization tours.

2.      Creates itineraries for group tours, including driving instructions

3.      Arranges for catering, music and venues

4.      Coordinates information bags and appropriate items for groups.

5.      VIP baskets prepared and delivered.

6.      Provides step-on guide for tours, as needed. Provides research for tour guide material.

 

Conventions

1.      Maintains and updates lists of planning resources such as entertainers, venues, suppliers, caterers and speakers.

2.      Maintains accurate inventory of promotional items.

3.      Keeps accurate documentation of group histories and assists with post convention reports and correspondence.

4.      Assists with pick-up and delivery of servicing items such s signage and VIP gifts.

5.      Assembles and delivers registration and information booth materials.

6.      Sets up and works trade shows booths. 

7.      Assists with event and meeting planning, including in-house pre-registration as well as on-site registration.

8.      Provides lodging leads for hotel rooms.

 

Visitor Services

1.      Maintains a working knowledge of the city’s highways, transportation systems, public and private attractions and recreation areas, events, weather conditions, accommodations and tourist attractions.

2.      Assists all walk-in guests and calls promptly and informatively.  Determines type of individual inquiries (leisure traveler, group traveler or convention attendee) and records inquires utilizing computer software.  Develops and maintains visitor information for quick referral in assisting guests.

3.      Ensures that visitor information publications are well stocked in the brochure racks in the lobby, outside the lobby and on display tables; disposes of out-dated materials.

4.      Process requests for information, including stuffing envelopes, creating mailing labels, faxing information and coordinating bulk mailings.

5.      Maintains the inventory for the Gift Shop. Responsible for ordering the items, training volunteers on the financial procedures, reconciling the gift shop expenses.

6.      Maintains calendar of staff activities and scheduling of volunteers.  Maintains general filing system and mailings. Assists staff as needed.

 

Assists other departments with promoting travel industry in Enid.

 

1.      Attends offsite events such as welcome receptions, pre-convention meetings, ribbon cuttings and other social events as requested by the Director of Visit Enid.

2.      Meets and greets VIP’s at hotels.

3.      Assists with administrative functions within the organization.

a.       Maintains servicing reports.

b.      Assists Conference Center staff with special projects.

c.       Codes invoices for accounting and balancing Visit Enid/ECVB financial account with accountant monthly.

d.      Performs other duties as assigned.

 

Supervises volunteer/part-time staff.

           

1.      Recruits, trains and schedules volunteers for on-site and off-site activities.

2.      Maintains updated information for volunteers.

3.      Recommends appropriate volunteer appreciation.

 

Nonessential Job Functions:

  •  Perform all other duties as required

 

Intellectual/Social, Physical Demands and Work Environment:

  • The intellectual/social, physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Intellectual/Social demands:

  • While performing the essential functions of this job, the employee is continuously asked to multi-task under time limits.  Position requires constant attention to precise details and accuracy of specified standards including: following simple to complex (more than 3 steps) instructions, and concentration which frequently extends beyond 30 minutes at a time. Employees in this role will constantly be in leadership role; this requires directing others either verbally or in writing to complete tasks in prescribed time frame.  This position also requires constant use of interpersonal skills including but not limited to: ability to direct/motivate/inform staff and foster collaboration, being able to recognize and resolve conflicts, being able to openly communicate in writing and verbally with clients.

 

Physical demands:

  • While performing the essential functions of the job, the employee constantly operates a computer and other office devices such telephones, copy machines, fax machines, etc; occasionally moves about inside the office to access storage areas, cabinets and office machinery; constantly moves about the venue and to service clients and supervise staff; constantly communicates via telephone, email and in-person with others to exchange accurate information. Ability to lift 25-45 lbs required.

 

Work environment:

  • The essential functions of this position are performed indoors. The noise level in the work environments can range from minimal to loud during events depending on the employee’s location, and is minimal during non-event times. Occasional evenings and weekend hours.

 

EOE, DFWP

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