Sales Coordinator

Job Description

Job Description

Job Title: Sales Coordinator
Department: Sales
Reports To: Director of Sales

Job Summary
The Sales Coordinator is responsible for providing administrative support to the Sales and Catering Team. Responsibilities include servicing existing clients and providing excellent guest service to all Hotel Guests and potential guests.

Essential Duties and Responsibilities

• Provides professional and courteous guest service at all times
• The answering of the general sales line and the qualifying of inquiry phone calls for proper distribution to the correct sales manager for follow-up
• Creating proposals, contracts and BEO’s to be sent by Sales Managers when requested
• Maintain continuous communication with the Group Sales Managers as it relates to accurate follow-up and closure of the business
• Maintain a positive working relationship with departments interacting with in-house groups
• Must be able to effectively deal with internal & external guests, some of whom will require levels of patience, tact and diplomacy to defuse anger, collect factual information and resolve conflict
• Must be able to support multiple Sales Managers in their efforts to close business
• Must be able to communicate verbally and in writing in English and prepare dynamic proposals
• Provide hands on support during peak business times
• Maintains hotel competitive analysis statistical information
• Contacts in-house guests, group leaders, and meeting planners to promote good will and garner additional business
• Maintains current filing system and prepares reports (Sales Call Reports, Internal Sales Reports, etc.)
• Follows up on progress of booked groups by monitoring room night pick-up, rooming lists and cut off dates
• Attends weekly sales and team meetings
• Work cooperatively with all departments to fulfill guest and client expectations
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing
• Ensures all documents produced by the Sales Department (i.e. BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
• Coordinates necessary arrangements with vendors relating to sales
• Assist sales team by managing schedules, filing important documents and communicating relevant information
• Gather materials and assemble information packages (e.g. brochures, promotional materials)
• Actively update the entire sales and catering process in the sales software system
  • Reports including but not limited to:
    • Lost Business Reports
    • Weekly Activity Reports
    • Weekly Call Reports
    • Group and Catering Goals
    • Group and Catering Pace Reports
    • Sales Action Plan (sales strategies)
    • Budget
    • ROB and Forecast
    • Sales Pipeline
    • Manage your CRM and account workflow
    • BEO’s
    • Create Proposals and Merge Contracts
• Other duties as assigned by Director or sales or the management

Additional Duties

• Completes projects as determined by Director of Sales
• Actively seeks out other tasks when current work is complete
• Participates in ongoing education and training of Franchise and Hotel Management Company

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