Job Description

POSITION TITLE: Sales Coordinator / Marketing Coordinator

REPORTS TO: General Manager / Operations Manager

POSITION SUMMARY:

The Sales Coordinator is responsible for fielding all group and corporate sales inquiries, while assisting with hotel inventory and revenue management. Some responsibilities include answering questions about the hotel property and facilities, creating, and editing contracts, presenting service options, and spearheading hotel marketing initiatives. The Sales Coordinator must have strong interpersonal skills, as this person will be the face of the hotel on all sales-related correspondence. Working at a high-volume property, this person must be extremely organized and able to prioritize many tasks with competing deadlines. No experience required, but knowledge and understanding of sales or hospitality is strongly preferred.

SALES COORDINATOR DUTIES AND RESPONSIBILITIES:

• Answer telephone and respond to caller inquiries in a timely and pleasant manner.
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.) Knowledge of assigned hotels is critical in communicating efficiently with clients.
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests in a timely and professional manner.
• Responsible for coordinating internally with Front Office Supervisor, Operations Manager, and General Manager. Ex: Group requests, rooming lists, payment methods, use of public spaces, etc.
• Generating reports, preparing proposals, collections details, coordinating with clients.
• Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, etc.)
• Gather materials and assemble information packages (e.g., brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Interaction with client in regard to leads, hotel needs and client travel.
• Meets with clients to effectively and professionally convey details of the sale to the client.
• Perform hotel site tours with potential clients. Assist with SWOT analysis as requested.
• Monitor, screen, respond to and distribute incoming communications.
• Design, upload, extract and maintain customer databases.
• Create and manage group authorizations in the property management system.
• Communicate with the Revenue Manager to load and manage rate codes in the PMS and link the negotiated rates to the correct company profiles.
• Review area events to help manage rates and strategies. Be aware of events before saturating the market with bookings to ensure hotel is achieving optimal results on event dates.
• 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.
• Proactively review available reports to understand mix of business and gain market share.
• Assist with reviewing Bid Clerk and similar platform reports for projects upcoming in the area.
• Focus on achieving annual hotel revenue goals as agreed upon and established in the annual budget.
• Assist in understanding the RFP process within each brand.
• Other duties as assigned by Operations Manager or General Manager.

PREREQUISITES:

• Speak with others using clear and professional language.
• Prepare and review written documents accurately and completely.
• Working knowledge of standard office administrative practices and procedures.
• Excellent customer service skills.
• Able to effectively communicate in English, in both written and oral forms.
• Be friendly, customer centric, smile and able to work in a team environment.
• Proficient in use of Excel and Word. Sales Pro and/or Delphi a plus.
• Team Player-willing to help out where and when needed
• Ability to multi-task with strong attention to detail.

EDUCATION:

High school diploma or equivalent. Good computer skills; proficient in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook).

EXPERIENCE:

Two or more years of experience working in a hotel, clerical or sales. Previous experience working in a similar role is preferred.