All positions are filled for calendar year 2013. Stay tuned for additional opportunities to submit.

Invitation to Bid

Visit Mount Dora, Inc., a Florida Not-for-Profit Corporation with IRS 501C-6 tax status, is seeking independent contractors for the following positions for calendar year 2013.
If you meet the requirements listed below and are interested , please submit your resume with references along with your bid for the position. Submissions without bids will not be considered. Visit Mount Dora, Inc. is seeking the lowest responsive and qualified bidder.

Please email to OR mail to:
Visit Mount Dora, Inc.
P.O. Box 378, Mount Dora, FL 32756
(352) 735-1191

by Dec 31, 2012
1) Administrative Assistant and Clerical Administrator
Facilitate and organize all facets of the maintenance and handling of accounting records in a full charge bookkeeper capacity to include, accounts receivable and accounts payable, Quick books entry and maintenance, under the guidelines and policies set forth by Visit Mount Dora ™ Board of Directors.
Bookkeeping duties include:
Full cycle Accounts Receivable including Collections and Billing.
Full cycle Accounts Payable.
Bank reconciliations and record keeping.
Detailed Analysis and preparation of reports for the Board of Directors of Visit Mount Dora.
Including 1099s and tax reporting. Tax preparation for CPA, budget preparation and record retention
The best candidate for this excellent opportunity will be highly *ANALYTICAL* and able to multi task and complete projects timely. The Full Charge Bookkeeper will be highly organized, detail oriented, and able to work under pressure.

Requirements for this position:

Experience with QuickBooks and Excel is REQUIRED, experience with Data faction is highly preferred
At least 4 years of continuous experience as a Bookkeeper
At least 2 years completed of coursework in Finance or Accounting
Other duties as assigned to include:

Office duties such as banking, email correspondence, mail pick up and distribution to the Board members and daily duties as required by the fast paced activities for a growing organization with any and all who contact the organization. Phone answering services through normal operating hours.

Preparation of monthly newsletters for constant contact as approved by the board of directors, sent out each month.

Other specialty emails as required. No graphic work necessary.

Membership invoicing and interfacing

Review and interfacing with Insurance agency for all covered liabilities, schedule meetings, transcribe minutes for VMD Board of Directors and handling the day to day needs of the board making certain they are falling within their fiduciary responsibility.

Looking for someone who has:
The ability to work well with others with a positive, professional attitude and outlook Interested in Mount Dora and the surrounding areas and has their best interest at heart and willing to go the extra mile

2) Marketing Director
Key job tasks of marketing director- Job description
1. Marketing plan
Translate Visit Mount Dora™ objectives and strategies to develop a brand portfolio as well as promote business members, events and location.
Design and implement an annual marketing plan for Visit Mount Dora ™.
Support and facilitate development and implementation of marketing strategies throughout the year.
Implement Dora Dollars as part of the marketing plan

2. Marketing budget
Plan and administer Visit Mount Dora ™’s marketing strategy within the yearly marketing operations budget.

3. Manage marketing suppliers
Set up appointments and meet with media outlet representatives to discuss Visit Mount Dora™’s strategic marketing options.
Negotiate with media agents to secure agreements to present for board approval on behalf of Visit Mount Dora ™ for marketing and brand strategies.

4. Oversee marketing and branding activities
Develop a marketing schedule to coordinate events with media outlets
Work with media outlets to develop appropriate marketing material and or collateral for promoting and branding strategies
Manage day to day activity in dealing with marketing contracts
Edit materials according to specific business requests or event requirements
Review materials for accuracy

5. Interface with Visit Mount Dora™ committees and programs
Assist the Event committee with program design and distribution strategy as well as coordinate other media outlets for event promotion
Interface with Membership committee to keep membership map updated in marketing materials

6. Reporting
Create a monthly summary detailing Visit Mount Dora™ marketing activity to report to the board and membership.
Job specification of marketing director
1. Minimum 2 years marketing experience.
2. Open minded with innovative and diverse ideas
3. Experience with social media and internet advertising
4. Detail-oriented with the ability to manage projects from inception through execution
5. Able to communicate skillfully, both verbally and written
6. Aggressive self-starter with hands-on approach

3) Event Coordinator
The annual Mount Dora Spring Show held in March and the Fall Craft Fair held in October are Visit Mount Dora’s largest fundraisers. Revenues raised from these events are used to fund a marketing plan to promote downtown Visit Mount Dora member businesses and events.
The event coordinator must have experience in special events and management, be able to discern work priorities with little supervision, provide outstanding customer service and be an enthusiastic professional with excellent computer skills. Applicant must be willing to work evenings and weekends to meet deadlines.

Key job tasks of Event Coordinator- Job description

Assist the Event Committee Chair with managing all aspects of each event
Including but not limited to:

Complete and submit Special Event applications to the city of Mount Dora in a timely manner
Attend all meetings pertaining to any aspect of coordinating each event
Monitor respective websites and for valid information
Learn and utilize the Visit Mount Dora proprietary software for event management
Review more than 1000 exhibitor applications
Select, coordinate and communicate with Jurors as needed to choose a diverse, high quality pool of crafters.
Have intimate knowledge of each event footprint to identify space qualities ie.slope, sun, shade, electric or water availability, proximity to corners, handicap facilities and parking
Identify premium upgraded spaces on spreadsheet or map for exhibitors to refer to
Assign crafters to spaces with sensitivity to requests
Avoid assigning similar type crafters within close proximity to each other
Create and manage a working spreadsheet detailing crafters information and assigned spaces
Implement Dolly In option as part of Set up Plan and assign parking spaces accordingly
Create or revise event Area maps and presentation posters as needed
Create or revise event Set up time maps and presentation posters as needed
Communicate with crafters through email and phone to relay information or to rectify issues
Coordinate with Sponsors to be sure spaces and electric needs are met
Coordinate with Sponsors to be sure golf carts and segways are available
Coordinate with Site manager for Food vendor needs before and during each event
Coordinate with Site manager to get updated public parking and shuttle information
Coordinate with city of Mount Dora to ensure special event signage and waste management are in place
Coordinate with city of Mount Dora police to ensure special event officers are in place
Do necessary event area walk-throughs with city officials or sponsors to identify and correct any issues prior to each event
Be sure all signs needed for directing exhibitors, controlling alcohol, identifying parking or other as needed are created, placed and picked after each event
Coordinate creation and distribution of Event posters.
Coordinate updating and placement of Event street banner
Coordinate with Marketing Committee to provide content for Event program
Coordinate placement and pick up of ATMs
Create and coordinate prizes, distribution and get winning photographs at shows where applicable
Coordinate creation and distribution of Event Area maps for volunteers

Coordinate Volunteers and identify needs for SET UP
Sign in help at Info station, Barricade/direction control, Help exhibitors unload/set up, Verify correct exhibitor spaces and tent position set up, Golf cart transport from parking lots, Hand out refreshments to waiting exhibitors
Coordinate Volunteers and identify needs DURING shows
Set up program/donation stands, Choose prize winners as applicable, Audit booths, Collect feedback
Coordinate Volunteers and identify needs AFTER shows
Pick up program/donation stands, Give direction, Direct traffic in, Pick up signs

Be Hands on and On site with managing Set Up and Break Down for events
Coordinate with Clerical administrator to track and report all Event expenses and revenue
Propose new ideas to improve the event and implementation