Sales Coordinator

Description

TITLE: Sales Coordinator

DEPARTMENT: Sales

REPORTS TO: Dual Director of Sales

SUMMARY

Assist sales managers in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications and sales for two hotels. Responds to telephone and in-person inquiries regarding reservations, hotel information and guest concerns.

ESSENTIAL RESPONSIBILITIES

• Answer telephone and respond to caller inquiries in a pleasant manner.
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.)
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Responsible for coordinating internally with the sales & marketing team.
• Generating reports, preparing proposals, collections details , coordinating with clients & suppliers.
• Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders, CVGR Letter).
• Gather materials and assemble information packages (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Manage and maintain sales executives and managers schedules, appointments and travel arrangements.
• Assist sales team by managing schedules, filing important documents and communicating relevant information.
• Arrange and co-ordinate meetings, events and any appointments.
• Record, transcribe and distribute minutes of meetings.
• Interaction with client in regards to leads, hotel needs and client travel.
• Meets with clients in the absence of the Director of Sales or Sales Managers to effectively and professionally convey details of the sale to the client.
• Perform hotel site tours with potential clients.
• Monitor, screen, respond to and distribute incoming communications.
• Design, upload, extract and maintain customer databases.
• Create and manage Company and Travel Agent profiles on the property management system.
• Should know the process of merging profiles.
• Load and Manage Rate Codes to the Hotel Software, And link the negotiated rates to the correct company profiles.
• Print Daily Sales reports for each sales managers and submit to Director of Sales.
• Print Sales manager productivity reports for each sales managers and submit to Director of Sales.
• File and retrieve documents and reference materials.
• Conduct research and collect data to prepare reports and documents.
• Utilizes efficient sales strategy for the maximization of hotel revenue.
• Coordinates necessary arrangements with vendors relating to sales.
• Establishes strong relationships with vendors to ensure maximization of hotel revenue.
• Ensures all documents produced by the Sales Department (i.e. BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
• Respond to complaints from customers and give after-sales support when requested.
• Ensure the adequacy of sales-related equipment or material are available at all times.
• Other duties as assigned by Director or sales or the management.

OTHER RESPONSIBILITIES

• All other duties as assigned, requested, or deemed necessary by leadership.

SUPERVISORY DUTIES

• None

BEHAVIORAL FOCUS

At G Lodging, our core values which provide a guide for our decisions are:  

• Do the Right Thing: demonstrate empathy, honor and integrity in all that we do.  
• Think We, not Me: Together as a team we reach new heights in our work and community.
• Be Your Best Self: We are engaged, move with purpose, and serve with enthusiasm.
• Think Like a Guest, Act Like an Owner: Anticipate the needs of our guests and value our properties.

CORE COMPETENCIES

Drawn from our core values, each competency is built upon a set of basic behaviors that are shared by all associate, regardless of role which include: 

• Integrity and Respect
• Communication
• Innovation
• Teamwork and Relationships
• Hospitality
• Job Excellence

Requirements

Education/Formal Training

Minimum of high school diploma or equivalent.

Experience

3 years experience in a customer service role.

Previous hotel experience, preferred.

Previous sales experience, preferred.

Knowledge/Skills

• Advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
• Alphabetizing, grammar and punctuation skills.
• Standard business letter formats.
• Strong editing skills.

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent communication skills necessary to communicate clearly with customers and other departments by phone or in person. 
• Able to read contracts and letters. 
• Able to use computers.
• Excellent attention to detail and multi-tasking skills. 
• Bending/kneeling - repeated bending and kneeling required while filing
• Mobility - must be able to reach all areas of hotel to assist clients. Occasional standing. Occasional carrying and lifting of files and office items up to 25 lbs. 

Environment

General office and hotel environment.