Global Tourism Coordinator
Job Details
Corporate Office - Philadelphia, PA

Here at the Philadelphia Convention & Visitors Bureau, like Philadelphia, we are unstoppable. The heart of the PHLCVB lies in the soul of this city. The resourcefulness, resilience, and openness that we are built on and building upon drives us forward. There is no challenge we'll meet that we won't rise to, and there is no status quo in these two words. Only momentum.

 

We are currently searching for a Global Tourism Coordinator to join our team.

 

POSITION SUMMARY

Under the direction of the Vice President of Global Tourism, the Global Tourism Division Coordinator holds three areas of responsibility represented as Finance & Accounting support, Administrative responsibilities, and Special Projects within Global Tourism. The Global Tourism Coordinator will work closely with the Global Tourism team members to plan and execute key events and meetings for the Global Tourism Division. This individual will be a key point of contact and link between other departments within the PHLCVB and the Global Tourism Division. This specifically includes Marketing & Communications and Finance & Accounting with a heavy emphasis on F&A responsibilities.

 

PRIMARY DUTIES AND RESPONSIBILITIES

 

Finance/Accounting Support

  • Review and process all invoices, invoice requests and check requests for submission on behalf of the Global Tourism Division
  • Review expense reports and AMEX statements for the Global Tourism Division making sure the correct accounting code/ funding source is being utilized and going over necessary changes with team members
  • Process International Rep retainers and expenses submitted quarterly by up to 9 International reps/contractors. Work with reps to make sure all expenses are accurate and clear to reviewers. Code these invoices accordingly, review with Vice President of Global Tourism and submit for approval
  • Assist in creating reports documenting how provided funds were utilized which will be submitted to PHLCVB and PHL International Airport officials.

 

Administrative

  • Provides administrative support to the Vice President of Global Tourism, which may include setting up meetings, catering, preparing meeting agendas, travel arrangements, providing updates on activities and correspondence, and handling special requests and committee meetings.
  • Oversees departments general inbox, responding to all inquiries and requests within a timely manner or forwarding to the appropriate team member
  • Sorts and distribute mail for the Global Tourism Division.
  • Organizes the Global Tourism teams shared drives and cloud storage, deleting old files and keeping the common folders up to date so documents are easily found/ shared.
  • Handles general information requests from PHLCVB members, tour operators, receptive tour operators, local organizations, and media via email and phone.
  • Keeps department resource materials stocked and organized. Request additional office supplies and business cards for department as needed.
  • Oversees Global Tourisms promotional gift item inventory and handles reordering, working with vendors to develop and create new brand compliant items.
  • Manages inventory and distribution of international guides to local hotels, universities, local government offices, Visitor Centers, and other international focused organizations.
  • Handles shipping for international and domestic tradeshows, sales missions, rep offices, and brochure requests for the Global Tourism Division in accordance with deadlines.
  • Handles bulk collateral printing for the Global Tourism department for local events as well as international and domestic tradeshows, sales calls and missions.
  • Assists Global Tourism Sales Managers with IDSS database input and management, importing new Global Tourism accounts/ contacts and updating distribution lists.
  • Runs reports for tradeshow leads through IDSS and coordinates with the Marketing department to share these leads with PHLCVB members via email and website.

 

Special Projects

  • Coordinates welcome bags/packets for incoming international and domestic media, tour operator, receptive tour operator and travel agent FAMs.
  • Oversees inventory of sightseeing passes utilized for FAMs, working with partners to update tracking documents with participant information for all requests.
  • Assists with FAM support by helping to finalize itineraries, arranging airport pickups and transfers and escorting FAM groups as needed.
  • Attends events on behalf of the Global Tourism Division of the PHLCVB as needed.
  • Works reception desk (on rotation with other admins) and registration at PHLCVB-related events where needed.
  • Coordinates Global Tourism member meetings through assisting to secure a location, reaching out and confirming guest speakers, organizing invitation and attendee tracking with the Marketing department, creating presentation for Global Tourism, compiling guest speaker presentations and gathering materials support ensuring a seamless set up for the event.
QUALIFICATIONS

Education/Experience:

Bachelors degree preferred or comparable skills and experience; minimum of 2 years directly related experience required. Multi-lingual skills preferred.

 

Required Skills:

  • Highly proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); experience with project management software platforms, digital asset management, database, and CRM.
  • Excellent written, verbal and interpersonal skills and ability to think creatively.
  • Ability to prioritize and handle multiple projects simultaneously in a fast-paced environment
  • Committed to delivering a consistently high level of quality in all work assigned, with superior attention to detail and respect for deadlines.
  • A team player, but at the same time motivated and able to work independently.
  • Problem-solving and creative thinking abilities applies judgement and brings solutions.
  • Knowledge of Philadelphia as a destination highly preferred.

 

Proof of COVID-19 Vaccination required by date of hire. Individuals may claim exemption for medical or religious reasons.

 

The PHLCVB is an Equal Opportunity Employer. We respect and seek individuals of a diverse background and do not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

 

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