Complex Sales Coordinator

Responsibilities

• Answer telephone and email messages.
• Respond accordingly.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Filing of all pertinent correspondence in a timely manner.
• Type all correspondence pertaining to department.
• Maintain adequate inventory of office supplies.
• Responsible for the smooth operation of the office.
• Type and distribute meeting minutes.
• Maintain trace file as needed.
• Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only).
• Aid with daily operations of the Business Center as needed.
• Aid in copying/faxing/mailing.
• Greet guests/clients/employees when necessary.
• Attend meetings/training as required by management.
• Cook up and distribute group room blocks from booking turnover through departure.
• Serve as a primary contact for group clients, responding to inquiries and requests in a timely manner.
• Manage rooming lists, reservations, billing instructions, and group details.
• Cook up group arrivals, departures, VIP requests, and special accommodations.
• Work closely with hotel departments to ensure accurate communication and flawless group execution.
• Aid with meeting and event logistics, including meeting space coordination, BEO review, and client communication.
• Support site visits, property tours, and client planning meetings as needed.
• Monitor group pickup, cut-off dates, and room block performance.
• Prepare contracts, reports, correspondence, and other sales-related administrative documents.
• Identify opportunities to enhance the guest experience and support incremental revenue opportunities.
• Maintain accurate records in hotel sales and property management systems.

Qualifications

• A high school diploma or equivalent required and/or experience in a hotel or a related field preferred.
• At least 1 to 3 years of progressive experience in a hotel or related field preferred.
• College course work in related field helpful.
• Computer knowledge/skills required.
• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Maintain a warm and friendly demeanor at all times.
• Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Must be able to multitask and prioritize departmental functions to meet deadlines.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Attend all hotel required meetings and trainings.
• Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
• Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
• Must be able to cross-train in other hotel related areas.
• Must be able to maintain confidentiality of information.
• Must be able to show initiative, including anticipating guest or operational needs.
• Perform other duties as requested by management.