Sales Coordinator

JOB SUMMARY

The Sales Coordinator provides administrative support to the Sales department as well as maintaining hotel room inventory and group blocks.

ESSENTIAL JOB FUNCTIONS

• Attends daily sales huddles and weekly sales meetings; additionally may be asked to participate in hotel stand ups and front desk meetings.
• Prepares and executes amenities.
• Reviews and balances house inventory.
• Reviews inventory for sell-through availability.
• Creates manual wholesale reservations.
• Updates wholesale rates on portal and closes out dates where room type inventory is limited.
• Provides administrative support to the Sales team.
• Maintains accurate records of sales activities and customer information.
• Coordinates with clients to gather information and update them on the status of their groups.
• Ensures timely delivery of information to clients and follows up on any issues that may arise.
• Collaborates with other departments such as Front Desk, Housekeeping, and Maintenance, to ensure a smooth sales process.
• Attend sales-related events to represent the company and promote hotel amenities and services as requested; such as customer appointment calls, sales blitz and tradeshows.
• Conducts market research and gathers information on competitors and industry trends.
• Creates welcome letters for arriving VIPs and corporate accounts.
• Pulls daily guest ledger to identify corporate rate codes.
• Communicates and assigns rooms for Site and Events occurring at hotel to all departments.
• Reviews group pick-up report and releases rooms past cut-off date.
• Organizes group resumes for packets to be completed by Wednesday morning each week.
• Verifies that groups going to the master have sufficient funds to cover stay.
• Assists in building group blocks in Delphi.
• Creates group and/or package links as required.
• Answers phone calls and group inquiries.
• Performs site tours.
• Creates contracts and proposals.
• Emails rooming lists to clients.
• When applicable, assists Sales team with prospecting and gathering contact lists.
• Performs shop calls as requested.
• Schedules and attends off-property site tours.
• Prepares invoices for prepayment groups.
• Updates forecasted and blocked rooms in Delphi after group cut-off date.
• Enters group pick-up into Delphi after group departure.
• Audits group blocks regularly to ensure accuracy.
• Collects advance deposits.
• Processes cancellations.
• Reviews group billing after group departure.
• Prepares "Thank You" letters.
• Attendance is a key component of this position.
• Maintains a professional appearance in accordance with Company standards; wears the appropriate uniform or attire.
• Maintains open and effective communication with associates and management.
• Attends and participates in team meetings.
• Adheres to established safety and emergency procedures and protocols, this includes Company, federal, and state specific regulations and guidelines.
• Completes all required Company training/compliance courses as assigned.
• Adheres to Company standards and maintains compliance with all policies and procedures.
• Performs other related duties and responsibilities as assigned.

EDUCATION

• High school diploma or equivalent.

EXPERIENCE

• No prior experience or training required.
• No supervisory experience required.

SUPERVISORY RESPONSIBILITIES

This position does not include any supervisory responsibilities.

LICENSES & CERTIFICATIONS

• This position does not require licenses or certifications.

SKILLS & ABILITIES

• Customer service skills.
• Able to maintain a positive and professional working environment.
• Fosters a culture of excellence.
• Attention to detail.
• Analytical and problem-solving skills.
• Able to maintain composure and objectivity under pressure.
• Proficient in Google Docs/Microsoft Word.
• Proficient in Google Sheets/Microsoft Excel.
• Basic knowledge of Google Slides/Microsoft PowerPoint.
• Basic math skills.
• Performs well with frequent interruptions and/or distractions.
• Able to communicate appropriately and effectively with all levels of management and external stakeholders.
• Ability to effectively listen, understand, and resolve challenges and concerns from management, associates, and guests.
• Knowledge of key industry trends, regulations, and the current industry landscape.
• Able to engage diplomatically and effectively with third party operators and owners, empathizing, and reacting appropriately to partner feedback and helping resolve issues where necessary.
• Ability to adjust effectively to evolving work environments and shifting customer (internal/external) requirements.
• Able to maintain a positive and professional working environment.
• Fosters a culture of excellence.
• Able to work effectively in a culturally diverse environment and support diversity and inclusion within the organization.

TRAVEL REQUIREMENTS

• No travel required..

PHYSICAL DEMANDS

• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks. Specifically, for long distances or moving from one work site to another often.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward, or outward.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Specifically, if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Grasping: Applying pressure to an object with the fingers and palm.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Hands to Fingers: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• No special visual requirements.
• Close Vision: Clear vision at 20 inches or less. Required to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, extensive reading or visual inspections.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a minor amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT

• None: No exposure to adverse environmental conditions (typical office/administrative setting).

DISCLAIMER

This job description provides a general overview of the work performed, including the typical responsibilities and level of duties associated with this position. It should not be construed as an exhaustive list of tasks or obligations for any individual associate. This description does not alter the employment relationship between the Company and its associates.

The Essential Job Functions, Physical Requirements, and Work Environment characteristics outlined are intended to reflect the requirements needed to perform the essential functions of this role effectively. Management retains the authority to modify, adjust, or revoke job duties and responsibilities as needed, and to make reasonable accommodations to enable qualified associates to fulfill the essential functions of their roles.

The Company is an Equal Employment Opportunity (EEO) employer and is committed to providing a work environment free from discrimination and harassment. All employment decisions are made based on merit, qualifications, and business needs without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, or any other protected status/characteristic in accordance with applicable federal, state, and local laws.