Sales Coordinator - Hotel Investment Services

Objective:

The Sales Coordinator will assist the Director of Sales, Catering Manager, Banquet Manager, Front Desk, Restaurant Managers, and General Managers in ensuring customer satisfaction and increasing revenues by performing all necessary coordination and clerical/administrative duties relating to group room blocks, events, business travel accounts and special corporate/wholesale support through guest and hotel communications.

Job Summary:

The Sales Coordinator will perform all necessary event coordination tasks including responding to telephone, email and in-person inquiries regarding group/catering potential business, hotel information and guest concerns. This position is also responsible for being on property during group events as scheduled by the Director of Sales to ensure that the execution of the event is successful. The Sales Coordinator will work closely with all properties to ensure 100% guest satisfaction at our collection of properties.

Basic Functions & Responsibilities:

• Prepares all event documentation and coordinate with sales, property departments and customer to ensure consistent, high-level service throughout pre-event, event, and post-event phases.
• Uses various software packages to enter data, produce contracts, correspondence, forms, memorandum, and other documents. Build group blocks and input rooming lists and other important data into the group booking system.
• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller’s request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.
• Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff.
• Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.
• Organize, file, and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.
• Comply with attendance rules and be available to work on a regular basis.
• Responsible for management of group lodging blocks to include block creation, rate assignment, implementation of reservations via rooming lists and online booking functions, cut-off date monitoring.
• Responsible for the financial management of Group Accounts – overseeing deposits & advanced payments, creation of invoices and the proper follow up involved with obtaining final payment.
• Work with Director of Sales in lead management of inquiring business and procurement of new business and Group Accounts.
• Relay information to appropriate departments regarding banquets, catering and meeting room rentals as well as group lodging blocks and reservations.
• Meet with clients in person, offer tours of venues, attend sales expos and trade shows as needed.
• Handle guest complaints professionally and appropriately.
• Oversee special requests from clients and execute proper follow-through.
• Share department responsibility of day-of event management of weddings, conferences, special events and off-premise catering.
• Utilize INFOR sales and catering software, Hotel PMS, and other event sales and catering related software systems.
• Maintain an organized office space and workflow, assist Director of Sales with office management.
• Perform any other job-related duties as assigned.

Required Skills and Qualifications:

• Ability to work holidays and weekends as needed
• Detail oriented & organized
• Excellent written & oral communication skills
• Proficient computer skills – Microsoft Office Suite, Internet and Data Base Management
• Strong interpersonal and communication skills, and ability to perform well under pressure
• Ability to work and communicate well with guests, coworkers, and employees
• Ability to effectively assist and execute events
• Ability to identify problems and provide creative and sound solutions
• Ability to multi-task, manage and prioritize projects
• Ability to maintain a calm, positive and professional manner when dealing with interpersonal issues among colleagues, employees and guests
• Comfortable working on own with high-profile guests and our clients who have the highest expectations

Preferred Skills and Qualifications:

• Minimum of two years hospitality industry experience
• Bachelor’s degree or higher preferred but not required with equivalent experience
• Knowledge of hotel operations –lodging and/or food and beverage experience

Physical Requirements:

• Work takes place in an office setting and also on location at various events and meetings
• Requires long periods of sitting, viewing a computer monitor, typing on a computer keyboard, answering the telephone and talking to clients in person and on the phone
• Must be able to lift, push or pull up to 25 lbs. at times
• Must be able to move through event venues, including outdoor events which can take place in various types of weather conditions
• Must be able to stand for long periods – especially during events.
• May require the ability to bend, stoop, crawl, or kneel at times

Typical Weekly Schedule:

• Sales Office Hours (On Property Position – Not Remote):
  • Monday – Friday 9:00am – 5:00pm, Saturday & Sunday by appointment
• Event Hours:
  • Weekends and Evenings based on event schedule and season. Typically, 11am to 9pm on event days requiring onsite coordination
• This is a Full Time, Year-round Position
• The Sales Coordinator position requires self-motivation; working hours will vary by season and according to guest’s requirements