PT Destination Services Coordinator

Position Summary

Legends Global, the leader in privately managed public assembly facilities, has an excellent opportunity for a Part-time Destination Services Coordinator within the Visit El Paso division. This position provides administrative, clerical, and operational support to the Destination Services Manager and Destination Services Coordinator, assisting with the day-to-day functions of the department.

The Part-time Destination Services Coordinator is primarily office-based and is responsible for maintaining organized departmental records, assisting with data entry and inventory management, preparing materials and supplies, coordinating routine administrative requests, and supporting departmental projects and initiatives. The position also provides occasional on-site assistance for conventions, sporting events, familiarization tours, community initiatives, and other destination-related activities.

The ideal candidate is detail-oriented, dependable, organized, and service-focused, with the ability to manage multiple assignments, adapt to changing priorities, and work collaboratively with internal departments, local partners, vendors, and other stakeholders.

Essential Duties and Responsibilities

• Provides general administrative and clerical support to the Destination Services Manager and Destination Services Coordinator.
• Maintains organized departmental files, records, spreadsheets, contact lists, calendars, and electronic documentation.
• Assists with data entry, routine database updates, inventory tracking, and information management within CRM platforms and other internal systems.
• Assists with processing invoices, check requests, purchase requests, expense reports, and other departmental paperwork.
• Helps compile information and maintain documentation for monthly, quarterly, and annual reports, event recaps, and departmental records.
• Maintains and updates contact information and reference materials for local hotels, restaurants, attractions, entertainment venues, transportation providers, RV parks, and other destination partners.
• Assists with researching vendors, requesting quotes, preparing purchase requests, and ordering promotional merchandise, branded items, uniforms, office supplies, and event materials.
• Receives, organizes, labels, distributes, and tracks departmental inventory, promotional merchandise, shipments, signage, and event supplies.
• Monitors inventory levels and communicates replenishment needs to the appropriate supervisor.
• Assists with preparing, packing, organizing, and shipping materials for tradeshows, conferences, site visits, familiarization tours, and other departmental activities.
• Assists with organizing welcome gifts, promotional materials, destination information, and other resources for meeting planners, event organizers, and attendees.
• Supports digital welcome signage requests by collecting event details, maintaining request records, and coordinating information with the appropriate internal contacts.
• Assists with communications and information gathering involving local restaurants, hospitality partners, vendors, and community stakeholders.
• Helps prepare correspondence, spreadsheets, presentations, checklists, meeting materials, and other administrative documents.
• Provides occasional on-site support for Visit El Paso events and initiatives, including assisting with event materials, information tables, setup, distribution of supplies, and other assigned logistical needs.
• Provides backup administrative support during staff absences, business travel, and periods of increased departmental activity.
• Maintains professional communication and positive working relationships with internal departments, partners, vendors, visitors, and event organizers.
• Performs other related duties as assigned.

Qualifications

• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to learn and utilize CRM platforms, databases, inventory systems, and other departmental software.
• Strong written and verbal communication skills.
• Excellent customer service skills and professional business etiquette.
• Ability to prioritize assignments, manage multiple tasks, and meet deadlines.
• Ability to follow oral and written instructions and work independently on assigned responsibilities.
• Ability to maintain accurate records and handle confidential information appropriately.
• Ability to establish and maintain effective working relationships with employees, vendors, clients, and community partners.
• Flexibility and willingness to assist with occasional events outside normal business hours.
• Valid driver's license and ability to travel locally as required.

Education and Work Experience

• High school diploma or GED required.
• One year of experience in administrative support, office operations, customer service, hospitality, tourism, or a related field preferred.
• Experience with data entry, inventory management, recordkeeping, or general office procedures preferred.
• Bilingual in English and Spanish preferred.

Physical Demands

• Daily use of a computer and office equipment, including extended periods of sitting, typing, and reviewing information on a computer monitor.
• Ability to communicate by telephone and interact professionally with internal and external contacts.
• Ability to stand, walk, and move throughout the office and event locations as needed.
• Ability to lift and carry items weighing up to 25 pounds.
• Ability to organize and move event materials, promotional merchandise, and supplies.
• Ability to climb stairs as needed to access event locations and storage areas.
• Ability to travel by automobile and/or air when required for assigned duties.

Work Schedule

This is primarily an office-based position operating during normal business hours. Occasional evening, weekend, or holiday work may be required to support departmental events, special projects, and operational needs.

Note

This description portrays in general terms the type and levels of work performed and are not intended to be all-inclusive or to represent specific duties of anyone incumbent. The knowledge, skills, and abilities may be acquired through combination of formal schooling, self-education, prior experience, or on-the-job training.