Sales Coordinator

BASIC PURPOSE
:
To support the sales managers in achieving customer satisfaction by performing administrative duties relating to sales, guests, and hotel communications. Team members are responsible for system room control, Sales and Events Coordination, group bookings, contracts, etc. In addition, the Sales Coordinator will support the sales team in achieving revenue goals by coordinating sales activities, managing client relationships, and ensuring smooth operations within the department.

This role is essential in driving sales initiatives and enhancing customer satisfaction in a fast-paced hospitality environment.

Key Responsibilities:

• Assist the sales team with daily administrative tasks and project management.
• Managed and maintained client databases, ensuring accurate and up-to-date information.
• Prepare sales reports and presentations for management meetings.
• Coordinate site visits and client events, ensuring a seamless experience.
• Respond to client inquiries promptly and professionally, providing excellent customer service.
• Help develop marketing materials and promotional campaigns to attract new clients.
• Collaborate with other departments (e.g., catering, front desk) to ensure cohesive communication and service delivery.
• Track and analyze sales performance metrics to identify trends and opportunities.
• Support the development of proposals and contracts, ensuring compliance with company standards.

Addition Responsibilities
:

• Answer sales office phones when sales staff is not available.
• Route incoming opportunities to the appropriate Group.
• Manage all incoming leads into the sales office through various channels, including CVENT, One Source – Group 360 / CI/TY, email, and voice mail.
• Manage and maintain general sales and property-specific email inboxes.
• Follows up on all customers’ needs and inquiries efficiently and expeditiously, either the same day or by 11 a.m. the next business day.
• Prepare sales-related documents (e.g., proposals, contracts, meeting space, brochures, and promotional material) throughout the sales process.
• Learn and use digital sales systems and conceptual sales processes (i.e., Marsha, Light Speed, FOSSE, CI/TY, etc.) and understand the hotel's sales strategies (i.e., rates, fees, budgeted goals, etc.).
• Coordination of all group (rooms and if needed meeting space), and business transient (when required) business as contracted by the sales manager and or DOSM. Contact and provide appropriate follow-up on all signed/contracted business within (5) working days. Determine and coordinate all customer needs.
• Assisting in making reservations (individual and/or VIP), checking daily arrivals, awarding Bonvoy points (as needed) while ensuring lines of communication remain open between all respected departments.
• Suite reservations with respected client follow-up.
• Attend weekly resume and sales/other meetings as deemed necessary.
• Develop an effective communication and information system with the hotel team to disseminate details of upcoming group, meeting and special events.
• Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process.
• Account Service and Management:
  Maintains well-documented, accurate, organized, and up-to-date file management to serve client interpersonal interactions.
• Work with sales personnel to achieve required sales team goals.
• Welcome and acknowledge all guests according to company standards; anticipate and address guests' service needs; thank guests with genuine appreciation.
• Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette.
• Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees.
• Assist with completing any required sales reports.
• Maintains all information in Sales CRM.
• Conducts site inspections as needed.
• They represent themselves and the hotel with the highest integrity, professionalism, service-focused approach, and a sincere, caring attitude.
• Assist hotel/team with implementing…