Sales Coordinator

Job Description

The Sales Coordinator supports the day-to-day activities of the Sales Department and provides immediate assistance to the Director of Sales & Marketing and Sales Managers.

• Manage the Transient Master Account spreadsheet
• Assist in transient room reservations for Consortia and Corporate Negotiated
• Communicating with clients through phone, email and in-person – as directed by the sales managers.
• Organize, print and deliver all VIP welcome notes & set up welcome amenities daily
• Perform rate shops to comp set hotels for accounts as designated
• Communicate available showrooms daily to entire sales team
• Proactively manage showroom & event space and gift bag preparation for site inspections
• Proactively manage shipping of all collateral and gifts for sales trips
• Proactively ask daily about any client entertainment reservation needs
• Submit F&B orders and appropriate payment for all outside sales calls with food delivery
• Process expense and invoices in checkbook
• Process Delphi Reports such as P&T's, Group Pace, and the GRC every Tuesday, distributing them to appropriate parties Tuesday
• Ensure all reservations changes, room and rate inquiries are forwarded to reservations depending on the nature of the client’s need
• Handle all gift certificate tracking, printing and mailing
• Complete the group & transient month end production reports
• Confirm rate loading upon completion (check seasonal rates & black-out dates in opera)
• Qualify new account requests with questionnaire template provided by Directors. (Directors to handle all rate quotes)
• Answer phones and take correct messages in a businesslike manner, forward phone message to appropriate Sales Director immediately.
• Liaise with other hotel departments in a professional manner; work closely with operations teams including but not limited to Front Office, Housekeeping, Finance, F&B, and Front Desk to ensure client’s needs are met
• Assist in building prospect group blocks in Delphi
• Other administrative tasks as requested
• Order and manage office supplies, with DOSM approval
• Manage and organize amenity inventory
• Thorough working knowledge of Opera Cloud preferred: to include search for specific future or past reservations, preparation of daily arrivals report, add profile information as needed, knowledge of special codes and amenities, access, analyze and print folios for past guests.
• Working knowledge of Delphi preferred: to include creating/updating accounts or contacts within an account, create new group bookings, revise existing group bookings, merge group contracts and adjust clauses as necessary, create GRC reports as requested.

• College Degree or equivalent experience
• Previous hotel experience preferred
• Excellent verbal and written communication skills required for professional business correspondence and guest interaction
• Ability to effectively communicate with guests and staff in a friendly and positive manner
• Proficient in Microsoft Word, Excel and Power Point
• Attention to detail is a must
• Well-organized in email and able to prioritize and juggle multiple projects simultaneously

Source:
Northwood Hospitality