Sales Coordinator

Job Duties And Responsibilities

• Affords assistance in identifying and soliciting new accounts
• Affords assistance in maintaining existing accounts
• Affords assistance in achieving monthly revenue booking goals
• Affords assistance in completing daily/weekly/monthly reports
• Receives and responds to requests for information and inquiries by responding directly to the customer or routing calls to the appropriate team member
• Composes and distributes routing correspondence, reports or contracts (to include BEOs, Sales Contracts, PACE Reports, Statistical Reports) based upon organizational practice, policies, and at the direction of the Director of Sales or GM
• Ensures all documents are completed accurately and on time and maintains sales records and filing system
• Reserves conference space and books blocks of rooms for guests
• Affords assistance in setting up, maintaining, and clearing of banquet space before and after events
• Affords assistance in administering group and meeting/banquet events including greeting all groups, creating and placing welcome amenities in rooms, finalizing items with the group at check in/out
• Follows up with past clients to ensure guest satisfaction
• Coordination with customers on due dates for rooming lists, cut off dates, BEOs, contracts, etc. to ensure that all deadlines are met
• Responds to all guest inquiries and third party meeting leads in a timely fashion
• Details banquet event orders and distributes to staff
• Creates and maintains group blocks and catering/banquet events in the property PMS systems
• Conducts inspections of guest and meeting rooms, banquet facilities to ensure they meet customer expectations
• Works closely with front desk to ensure accuracy of reservations, groups, events
• Coordinates client-related special events
• Abides by Prime Time Selling hours
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.). Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Responsible for coordinating internally with the sales & marketing team.Generating reports, preparing proposals, collections details , coordinating with clients & suppliers.
• Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders).
• Gather materials and assemble information packages (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
• Manage and maintain sales executives and managers schedules, appointments and travel arrangements.
• Afford assistance to sales team by managing schedules, filing important documents and communicating relevant information.
• Arrange and co-ordinate meetings, events and any appointments.
• Record, transcribe and distribute minutes of meetings.
• Interaction with client in regards to leads, hotel needs and client travel.
• Meets with clients in the absence of the Director of Sales or Sales Managers to effectively and professionally convey details of the sale to the client.
• Perform hotel site tours with potential clients in the absence of sales managers.
• Monitor, screen, respond to and distribute incoming communications.
• Create and manage Company and Travel Agent profiles on the property management system.
• Should know the process of merging profiles.
• Load and Manage Rate Codes to the Hotel Software, And link the negotiated rates to the correct company profiles.
• Print Daily Sales reports for each sales managers and submit to Director of Sales.
• Print Sales manager productivity reports for each sales managers and submit to Director of Sales.
• File and retrieve documents and reference materials.
• Conduct research and collect data to prepare reports and documents.
• Utilizes efficient sales strategy for the maximization of hotel revenue.
• Coordinates necessary arrangements with vendors relating to sales.
• Establishes strong relationships with vendors to ensure maximization of hotel revenue.
• Ensures all documents produced by the Sales Department (i.e. BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
• Respond to complaints from customers and give after-sales support when requested.
• Ensure the adequacy of sales-related equipment or material are available at all times.
• Other duties as assigned by Director or sales or the management.
• Perform various other duties as assigned to meet business objectives

Education And Experience

• Minimum of High School education, post-high school education preferred
• Minimum of one (1) year in hotel or conference Catering/Sales Assistant role

Knowledge, Skills And Abilities

• Understands cross team functions and ability to manage processes
• Strong project management skills
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and meticulous attention to detail.
• Strong problem-solving ability, including metrics-driven and strategic thinking
• Work effectively in a fast-paced environment and consistently demonstrate a high level of organizational skills
• Ability to communicate effectively verbally and in writing