Sales Coordinator

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

Are you someone who is passionate about people, driven by purpose, and clever in your approach? If so, keep on reading! Here at Arlo we strive to create a sense of awe that leaves those we touch wanting more…

• Ensures all inquiries are entered properly into the inquiry form and Opera as requested and qualifies the inquiry to pass to the appropriate Sales Manager or Director of Sales.
• Provides clients with detailed information regarding the hotel, its facilities, and surrounding areas and replies to inquiries the same day.
• Ensures prompt issuance of proposals, corporate/group/wholesale rate agreements and collateral requests.
• Assists the Director of Sales with marketing initiatives.
• Assists the Director of Sales with booking events by following up on booking procedures, gathering history, requesting deposits, credit/bill applications, credit‑card authorization forms and following up on group success during and after the event for re‑booking purposes.
• Tracks monthly production of corporate/consortia accounts.
• Acts as key administrator on Lanyon for corporate/consortia RFPs, checking twice daily and submitting all incoming RFPs on time.
• Acts as key administrator on Starcite, Cvent, Hotelplanner a.o. for group RFPs, checking twice daily and submitting all incoming RFPs within 24 hours.
• Conducts site inspections with clients as needed.
• Prepares and distributes group resumes and BEOs.
• Creates rate codes for packages, promotions and corporate rates and loads them in Opera.
• Monitors room release dates for group blocks by running the ‘Blocks by cutoff date’ report daily and reviews room pick‑up/drop‑off.
• Meets and greets clients in a professional and hospitable manner, acting as the first face for the sales and catering department for incoming calls and visitors and serving as liaison between the Sales Director and clients.
• Attends sales meetings and other meetings as required and takes minutes.
• Files a variety of materials and updates the sales activity trace system, maintaining a properly organized work environment.
• Prepares special requests and amenities for VIP guests and group arrivals.
• Replenishes sales kit supplies and office supplies for the sales and catering team as needed.
• Assists in the preparation of in‑house sales promotions, receptions and client functions.
• Ensures the sales share drive has all relevant and up‑to‑date files, organizes and updates Opera accounts and contacts.
• Attends client, association and company events as required.
• Actively upsells each request to maximise profitability and sales.
• Assists with 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 and BEOs to all departments and ensures the file turnover checklist is completed prior to handing definite files over.
• Maintains and updates 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.
• Performs the duties under ‘Individual and Group Reservations’: making reservations, sending introductory letters to meeting planners, inputting group rooming lists and providing confirmations, administering changes and cancellations, identifying group VIPs, guaranteeing deposit policies and obtaining credit‑card authorisation forms.
• Performs the duties under ‘Account Services’: providing service that meets or exceeds expectations, maintaining relationships with key accounts, maintaining updated client files, preparing production reports, participating in trade shows and initiating mailings to increase market saturation, staying current on competition and marketplace, and conducting competitive price shopping.
• Responds to customer complaints, giving information and resolving problems in coordination with the Director of Sales, Assistant General Manager and General Manager.
• Assists in the preparation of weekly sales activities and call plans, profit plans, rate plans, forecasting, budgeting and…