Sales Coordinator

Position Title: Sales Coordinator

Department: Sales and Marketing

Accountable To: Sales Director, Sales Manager (s) or GM FLSA: Non-Exempt

Primary Objective of Position

Assist the sales effort by providing support in all specified functions.

Essential Functions:

 Provide support to the sales team in executing contracts, proposals, and correspondence

 Assist with sales efforts in soliciting new business and in selling guestrooms, meeting space

 Conduct site tours

 Assist as needed with hotel and sales related functions, parties and blitzes

 Oversee and create social networking sites

 Prepare and send out direct mail projects, sales packets and collateral

 Provide assistance to the Director and/or Manger of Sales and Marketing

 Effectively communicate and coordinate the guest’s request with other departments.

 Answer and Respond to incoming telephone calls

 Oversee office equipment maintenance

 Responsible for managing all meeting room reservations and coordinating details with other departments including group agreements and set-up of meeting room. May be required to set-up meeting room.

 Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events.

 Type Banquet Event Orders (BEO’s), route event orders to proper departments.

 Maintain the filing system

 Maintain the trace System

 Set up new files as needed

 Maintain weekly Reader file

 Responsible for spelling accuracy and professional appearance of correspondence

 Inventory and maintain office supplies

 Produce weekly productivity reports for sales meetings

 May be asked to take accurate minutes of all sales meetings

 Perform site inspections when no sales manager is available

 Provide assistance to group leaders when necessary

 Responsible for timely completion of monthly group status report

 Perform other duties as assigned

 Take every opportunity to amaze the guests

 Ensures all guests are being treated in an efficient and courteous manner and that all Company standards are being applied

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meeting is required.

Upon employment, all associates are required to fully comply with Company rules and regulations for the safe and effective operation of the hotel facilities. Associates who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

Supportive Functions:

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

 May be asked to volunteer for sales blitzes

 May be asked to do site inspection in absence of Sales Manager or General Manager

Teamwork Skills:

 Be an enthusiastic, helpful and positive member of the team

 Be professional, responsible and mature in conduct and behavior

 Be understanding of, encouraging to and friendly with all co-workers

 Be self motivated and use time wisely

 Maintain open line of communications with each department

 Communicate pertinent information

 Respond positively to new ideas

 Openly accept critical/developmental feedback

 Report to work on time

 Give adequate notice if going to miss work

 Be available to work a flexible schedule to include weekends and holidays

 Maintain effective communication through the use of meetings, log books and bulletins

 Be available to help other departments in emergency situations

 Adhere to all work rules, procedures and policies established by the company including, but not limited too those contained in the associate handbook.

Safety and Security:

 Be knowledgeable of policies regarding emergency procedures and security concerns

 Ensure protection of guests’ room numbers

Specific Job Knowledge, Skills and Abilities

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the hob, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities: 3

 Previous experience in the hospitality industry is required.

 Previous sales experience preferred.

 Proficient in Microsoft Word, Excel and Powerpoint

 Knowledge of Hotel Sales Pro is preferred.

 Available to meet Guests and assist with welcome/check-in which may include week-ends

 Basic administrative knowledge such as business letters and telephone etiquette

 Extremely well organized and detail oriented.

 Ability to read, write and speak English, with excellent grammar and communication skills (written and verbal)

 Positive interaction with colleagues and guests.

 Excellent customer service skills are required.

 Self motivated and ability to work with minimal supervision

Physical Demands

 Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.

 Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.

 Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.

 Must be able to lift up to 15 lbs occasionally.

 Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity.

 Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates

 Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

 Requires manual dexterity to use and operate all necessary equipment.

 Must have finger dexterity to be able to operate office equipment including computers, FAX machines, copiers, printers and calculators. Must be able to type 50 wpm.

Qualifications

 College/associates degree strongly preferred. Minimum of one year secretarial, preferably in a hotel environment. Drivers License and clean MVR

Grooming

All associates must maintain a neat, clean and well-groomed appearance per Company Standards. Sales Manager must dress in professional, business attire at all times.

This job description is not an exclusive or exhaustive list of all job functions that an associate in their position may be asked to perform from time to time.

Job Type: Full-time

Experience:

• Hotel Sales: 1 year (Required)