Position Function:
The Sales Coordinator supports the Vice President’s Office by managing administrative tasks, coordinating client communications, and assisting with the booking and execution of events at The Mill at Mississippi State University. This role serves as a key liaison between clients, the events team, and internal departments to ensure a seamless sales process from inquiry through event execution.
Salary Grade: 13
Please see Staff Compensation Structure for salary ranges.
Essential Duties and Responsibilities:
Sales & Client Support:
• Respond to incoming sales inquiries via phone, email, walk ins and online platforms in a timely and professional manner
• Creates proposals, contracts, and follow-up communications
• Schedule site tours and client meetings
• Maintain accurate client records and sales activity in the Delphi
• Prepare sales materials, presentations, and event proposals
Event Coordination Support:
• Communicate contract event details with event coordinator(s) once contracts are secured
• Help track event timelines, payments, and documentation
Administrative & Reporting Duties:
• Generate sales reports, forecasts, and event calendars
• Track leads, tentative bookings, and confirmed events
• Assist with contract processing, deposits, and invoicing
• Work closely with the Charlestowne Hotel Sales staff for prospective clients & current
• Maintain organized digital and physical filing systems
• Other duties as assigned
Marketing & Business Development Support:
• Assist with sales campaigns, promotions, and client outreach efforts
• Update sales collateral, rate sheets, and promotional materials
• Support trade shows, open houses, and networking events
Minimum Qualifications:
• Bachelor’s degree (Communications, Marketing, and/or General Business)
• 1–3 years of experience in sales coordination, hospitality, events, or a related field
ABDs or degree pending considered (all but DISS):
Preferred Qualifications:
• Experience in an events center, hotel, convention center, or hospitality environment
• Familiarity with Square and Delphi event management software
• Customer service or sales background
Knowledge, Skills, and Abilities:
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources
• Skill in organizing resources and establishing priorities
• Ability to develop, plan, and implement short- and long-range goals
• Knowledge of conference facilities, technology, and equipment
• Ability to create, compose, and edit written materials
• Ability to investigate and analyze information and draw conclusions
• Knowledge of finance, accounting, budgeting, and cost control procedures
• Knowledge of public institution purchasing principles, procedures, regulations, and standards
• Ability to perform complex tasks and to prioritize multiple projects
• Customer service and relationship building skills
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office and Excel
• Ability to work evenings and weekends as needed for events
• Some travel required (Examples: MASE Conferences, MSAE Lunch-n-learns, and area sales calls)
Working Conditions and Physical Effort
- Occasional and/or light lifting required. Limited exposure to elements such as heat, cold, noise, dust, dirt, chemicals, etc., but none to the point of being disagreeable. May involve minor safety hazards where likely result would be cuts, bruises, etc.
- Externally imposed deadlines; set and revised beyond one’s control; interruptions influence priorities; difficult to anticipate nature or volume of work with certainty beyond a few days; meeting of deadlines interactions involving emotional issues or stress on a regular basis.
- Job frequently requires sitting, reaching, talking, hearing, handling objects with hands, and lifting up to 25 pounds
- Job occasionally requires standing, walking, stooping, kneeling, crouching, crawling
- Vision requirements: Ability to see information in print and/or electronically
- Must be able to work occasional nights and weekends
Instructions for Applying:
Submit an online application along with a resume and cover letter.
Equal Employment Opportunity Statement:
Mississippi State University is an equal opportunity institution. Discrimination is prohibited in university employment, programs or activities based on race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, genetic information, status as a U.S. veteran, or any other status to the extent protected by applicable law. Questions about equal opportunity programs or compliance should be directed to the Office of Civil Rights Compliance, 231 Famous Maroon Band Street, P.O. 6044, Mississippi State, MS 39762, (662) 325-5839.
What do I do if I need an accommodation?
In compliance with the ADA Amendments Act (ADA), if you have a disability and would like to request an accommodation in order to apply for a position with Mississippi State University, please contact the Department of Human Resources Management at tel: (662) 325-3713 or ada@hrm.msstate.edu.
If you have any questions regarding this policy, contact the Department of Human Resources Management at (662) 325-3713 or ada@hrm.msstate.edu. Upon request, sections of this job listing are available in large print, and readers are available to assist the visually impaired.
