The Sales Administrator is responsible for performing customer service, administrative, marketing and other duties to assist the Sales Manager/Director of Sales in the successful operation of the Sales Department. The Sales Administrator is required to adhere to the mission and values of Widewaters Hotels, LLC.

What you will be doing

Customer Service Expectations:

Provide the highest quality customer service at all times. Greet guests and employees in a friendly manner. Collaborate with all departments to ensure sales events are properly coordinated and exceed guest expectations.

Develop a full understanding and knowledge of standard operating procedures for the hotel and all outlets. Perform check-in and check-out procedures, answer and transfer calls and make room reservations.

Follow Widewaters Hotels Telephone Etiquette Procedures and direct phone calls to the appropriate manager.

Attend to phone inquiries and walk-ins in absence of the Sales Manager/Director of Sales. Must be able to analyze business and qualify customers. Accurately quote room rental and rate information to potential clients. Follow up by phone when appropriate.

Administrative:

Work with Sales Pro and other hotel sales applications used on a daily basis.

Prepare weekly and monthly sales reports.

Attend and participate in scheduled sales, staff and revenue meetings and others as assigned. Take minutes of the meeting as required.

Maintain existing sales files and create new files as needed. Input data into database.

Continuously monitor all meeting room rental and revenues.

Prepare and distribute all outgoing sales correspondences. This will include faxes, proposals, contracts, letters, sales kits, and deposits. Review documents for accuracy and provide information to other departments as necessary.

Perform group maintenance for the property. Request rooming lists, enter rooming list, route charges, release blocks after cut-off, monitor blocks to determine if increases or decreases are required when reservation method is individual call-in, enter final pick up etc.

Where applicable, create, revise and distribute all banquet event orders; place banquet orders with the catering company; call clients for guarantees and provide catering company a final count. Greet all clients prior to events, check in with them during the event (at a designated break time) and again at the end of the event.

Ensure that meeting rooms are set up appropriately making sure they are clean, presentable, and have proper AV equipment available if needed.

Assist with decorating and creating themed catering events or meetings.

Maintain Group Contact Binders.

Complete any administrative tasks assigned by the Director of Sales.

Networking and Marketing Duties:

Have a clear understanding of all selling strategies set by the Corporate Director of Revenue Management to ensure revenue maximization. Be knowledgeable of occupancy, average rate and RevPar goals.

Become an active member of a local networking group as assigned. Attend trade shows, community events and industry meetings as needed. Keep abreast of all social media networks. Record and maintain a lead log for these sources.

Coordinate in-person appointments, prospecting calls, and site tours as outlined for this position.

Take advantage of cross selling opportunities between cluster properties. Participate in sales training programs as required.

Visit existing clients monthly to thank them for their business. This may be a joint visit with the Sales Manager/Director of Sales. Track all future business opportunities.

Assist the Sales Manager/Director of Sales in planning of property specific sales blitzes and client events. Maintain a client database for future marketing campaigns.

Inform Sales Manager/Director of Sales of potential opportunities or concerns.

Where applicable, proactively solicit prior year catering events for repeat business. Assist Sales Manager/Sales Director with creative ideas to capture meeting room business. Meet all set activity goals, and conduct a weekly “hour of power” prospecting calls from a qualified list provided by the Sales Manager/Director of Sales.

Assist Sales Manager/Director of Sales on assigned portions of the marketing plan by gathering historical and competitive data. Take part in goal setting and creating an action plan.

Complete the requirement for face to face appointments, prospecting calls and site tours as outlined in the job description.

Prepare Sales Kits, keep marketing material stocked and assist in reordering collateral.

Order and/or create advertising tools as directed (flyers, print ads, banners, etc.).

Other Responsibilities:

Attend brand required training by the hotel if applicable.

Learn and apply all hotel emergency procedures as required.

Create and maintain a clean organized sales office.

Requirements

High school or equivalent education required. Bachelor’s degree preferred.

Minimum of at least one year of sales and marketing experience preferred.

Knowledge of basic math skills as well as budgetary analysis capabilities.

Must be able to speak, read, write and understand the primary language(s) used in the

workplace.

Must be able to read and write to facilitate the communication process.

Requires good communication skills, both verbal and written.

Most tasks are performed in a team environment with the employee acting as a team leader.

Must possess basic computational ability.

Must possess computer skills, including, but not limited to, accounting programs, MS Office programs, Delphi.

Knowledge of types of room set-ups, capacities, relation to type of events, audio-visual and any other pertinent details as they relate to function room set-up.

Thorough knowledge of all hotel facilities and operations.

Ability to act independently with minimal or no supervision.

Knowledge of hotel and competitive market.

Excellent interpersonal and sales related skills.