Sales Coordinator (Based at Hilton's regional office in Miami)

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Job Number:
USA012MM

)

Work Locations

:

Hilton – Regional Office – Miami

5201 Blue Lagoon Drive

Suite 600

Miami

33126

***Based in the Miami Regional Office**

The Sales Coordinator will primarily provide administration support for the Director of Sales and Marketing for the Hilton Aruba. This will include full administrative support for the client base, travel arrangements, events, expenses and liaising with external and internal customers.

What will I be doing?

The Sales Coordinator will be responsible for completing administrative tasks that may also include assisting in organizing events, maintaining data and reports, office management, maintenance of information in the various portals and liaising with clients both internal and external (if required). The Coordinator may also be assigned to a specific division within the office and as such will then be responsible for other specific tasks that might be required.

Other key priorities are listed below:
Coordinate with relevant stakeholders in advance of any events, exhibitions, roadshows etc.

Plan meetings with preferred suppliers and contact in advance of upcoming events

Plan a schedule of communications to hotels who might be interested in participating the various events with all the relevant information

Support the sales team with planning and coordination of the various sales calls, FAM trips and exhibitions

Plan ordering of office supplies and giveaways etc.

Provide Admin support for the sales team and assist in their daily activities where necessary

Organize the collection of monthly sales reports for the team (where relevant)

Ensure updated entry of activities and travel plans

Organize participation information for events and sales calls with all the relevant data

Ensure that the information includes payment details, participant details and travel and attendance arrangements

Ensure relevant communication is properly executed and proactively, both within the team and also within the hotels

Maintain and update relevant reports, special promotions, contracts, agreements and client databases for used by the sales team

Maintain proper records retention (including contracts) as per the Reports Retention Policy

Coordinate client communication

Organize advance briefings during sales calls and FAM Trips to the hotels

Coordinate any required administrative work in terms of reporting of figures, account forecasts and drawing up account development plans within a given time frame

Manage hotel information centrally for the office and/or Hub

Help in the preparation of monthly expenses and travel authorizations

Assist in meeting arrangements for meetings where necessary

Coordinate collection of information for the various trackers (where relevant)

Record and prepare accurate minutes of meetings (where required)

Assist in handling corporate (or Other) RFPs, Preferred Agreements and act as a liaison between the sales teams, hotels and customers

Responsible for data and information on the Lobby pages as well as the common drive

Direct stand managers and support staff during various events

Direct contractors and suppliers to ensure smooth running of the offices

Maintain all relevant personnel documentation and files including attendance and vacation schedules

Handle and delegate any ad-hoc enquiries from non-managed accounts

Assist in the preparation of sales presentations based on the customer needs

Participate and attend relevant events and/or meetings where required

Ensure all calls are handled as per company standards and act as a point of contact in the absence of a sales person

Liaise with the other offices where appropriate

Attend client meetings (if required) and represent Hilton

Implement and use basic sales guidelines set out in Customer interaction programs as defined by Hilton

Host WebEx calls for the offices

Set-up, coordinate and report the after event surveys

Assist on other administrative functions when required and directed

Excellent communication skills (presentations, written and verbal)

Ability to direct collaboration among the team and external resources

Demonstrate the highest standards of ethical behavior and absolute discretion with sensitive information

Ability to take initiative to identify, prioritize and implement actions required to achieve functional goals

Strong organizational skills and the ability to manage multiple projects and work effectively under time and resource constrains

Maintain a team focus by showing cooperation and support to colleagues in pursuit of department goals

Ability to read, analyze and interpret data

Open minded, flexible, creative and uses initiative to resolve issues

Must be motivated, committed and enthusiastic, seizing opportunities to learn new skills and knowledge

Maintain a high level of professionalism in dealings with customers and internal stakeholders whether face to face, on the phone or via other channels

What are we looking for?

To fulfill this role successfully, you must possess the following minimum qualifications and experience:

Minimum two (2) hotel experience is required

Minimum three (3) of professional work experience

Significant work experience in an administrative role requiring a high level of organizational skills

High School/GED

Advance working knowledge of Microsoft Office; Excel, PowerPoint, Word and Outlook

Fluency in English, verbal and writing skills

It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:

Two (2) experience working in a hotel Sales and Marketing office roles

In-depth knowledge of business sector management

Working knowledge of other languages

Flexibility to travel

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its

global brands

. Our vision “to fill the earth with the light and warmth of hospitality” unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!

EOE/AA/Disabled/Veterans

Schedule

:

Full-time

Brand

:

Hilton Corporate

Shift

:

Day Job

Job Level

:

Team Member

Job

:

Sales