Job Summary

The Sales Coordinator supports the Sales & Events departments. This position reports to the Director of Sales & Marketing, adheres to Company standards and accepts other responsibilities as assigned.

Essential Job Functions

This description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.

• Support the Sales & Catering team administratively including correspondence, preparing reports, and assisting with reservations.
• Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.
• Exercise decision making skills to direct requests both internal and external.
• Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation.
• Assist the Sales & Catering team with the preparation of contracts, proposals and addendums and track the completion status.
• Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence. Take booking information via phone and prepare proper paperwork.
• Handle reservations for VIP guests and clients.
• Ensure that all arrangements, including upgrades and amenities, are handled properly.
• Coordinate with other departments through verbal and written instructions.
• Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.
• Communicate with all hotel departments as appropriate. Ensure prompt attention to time sensitive requests by hotel colleagues.
• Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices.

• Build all group room blocks in Lightspeed
• Manage group folios in Lightspeed
• Input all rooming lists, and manage all room edits
• Coordinate with customers, manage cut off dates.
• Update/manage all projections in CI and MARSHA
• Compile/Distribute all BEOs
• Compile/Distribute all group resumes
• Complete and distribute event reports, 10-day reports to the ops team
• Complete all BEOs for in-house activities
• Assist banquets with menus and labels as needed.
• Manage all files for group and catering accounts
• Assist Front Desk team in balancing Lightspeed room types
• Assist Accounting with group deposits if needed
• Submit all Bonvoy group points
• Assist BT with arrival lists/points promotions/welcome gifts
• Assist BT customers with room reservations/cc billing requests
• Complete/distribute VIP forms
• Manage/assign leads and inquiries
• Complete additional projects as assigned.
• Prepares detailed and quality Group Resumes and internally distributes to all necessary departments to proactively and appropriately convey pertinent group information to team.

Knowledge, Skills & Abilities

• High School Diploma required; bachelors degree preferred.
• 1-2 years administrative support experience, additional hotel front desk experience is preferred.
• Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills.
• Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy.
• Communicates clearly, concisely, and openly in all interactions.
• Has exceptional attention to detail, organizational, analytical and time management skills.
• Multi-tasks and prioritizes in a fast-paced work environment.
• Exercises sound judgment evaluates situations and utilizes appropriate and creative resources to solve problems.
• Is technologically savvy, with a working knowledge of Microsoft Office, Delphi, PMS.