Sales Coordinator

Arlo Hotels an independent lifestyle hotel is now actively seeking a dynamic Sales Coordinator.

This position is responsible for assisting and supporting the Director of Sales and Sales Manager(s) in daily sales operations in the sales and events department capacity.

• Ensures all inquiries are entered properly into the inquiry form and Opera as requested. Qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.
• Provide clients with detailed information regarding the hotel, its facilities, and surrounding areas. Reply to inquiries the same day.
• Ensures prompt issuance of proposals, corporate/group/wholesale rate agreement and collateral requests given by DOS
• Assists Director of Sales with booking room reservations and groups by following up on booking procedures i.e. getting history, requesting deposits, credit/direct billing applications, credit card authorization forms etc. and follow up on group's success while on site and after event for re-booking purposes (within hotel policy)
• Tracks monthly production of corporate/consortia accounts
• Acts as key administrator on Lanyon for corporate/consortia RFPs. During RFP season, Lanyon must be checked twice daily, all incoming RFPs must be submitted on time.
• Acts as key administrator on Starcite, Cvent, Hotelplanner for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours.
• Conducts site inspections with clients as needed.
• Prepares and distributes group resumes and BEO's
• Assists Events department with logging leads and sending out the events/activation calendar on a weekly basis
• Monitor room release dates for group blocks by running 'Blocks by cutoff date' report daily. Reviewing room' pick up/drop off on a daily basis.
• Meets and greets clients in a professional and hospitable manner. Being the first face for the sales and catering department for incoming calls and visitors. Also acts as liaison between Sales Director and clients
• Attends sales meetings and any other meetings as required, takes minutes for meetings as requested
• Files a variety of materials and updates the sales activity trace system. Ensures a properly organized work environment
• Prepares special requests and amenities as required for VIP guests and group arrivals
• Replenish sales kit supplies office supply for the sales and catering team as needed
• Assists in the preparation of in-house sales promotions, receptions and client functions
• Ensure sales share drive has all relevant and up to date files. Organizes and updates Opera accounts and contacts
• Attends client/association/company events as required
• Actively upsells each request to maximum profitability and sales
• Assists in the handling of telephone and walk-in inquiries
• Consults with Accounting, Front Desk, and F&B Department on billing procedures as required
• Distributes group resume to all departments, ensure file turnover checklist is completed prior to handing definite files over
• Maintains and updates the directory listings
• Follows-up on bookings and obtains additional information to complete the sales files
• Maintains and updates the Opera database
• Expedites direct mail pieces and progress

• Making individual and group reservations; add special requests and notes as necessary.
• Send intro letter to meeting planner requesting rooming list, VIP details, rooming list, and billing forms for all definite groups
• Input group rooming lists and provide group reservation confirmations to meeting planner
• Administer group rooming list guestroom changes and cancelations
• Identify Group VIP's, upgrade to next room type as necessary
• Ascertain VIP client requirements/needs and ensure they are communicated to the operating departments
• Ensure for individual and group reservations hotel guarantee, deposit, and cancelation policies are adhered to
• Ensure credit card authorization forms and photocopy of front and back of credit card is obtained prior to guest's arrival to set up direct billing

• Provides clients with a level of service that meets or exceeds their expectations
• Assists Director of Sales and Sales…