Job Opening :: Sales Coordinator

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This Sales Coordinator reports to the Regional Sales Directors responsible for booking convention group business. Responsibilities include performing highly skilled secretarial and sales administrative duties with an advanced degree of expertise in time management, client relations and clerical skills.

Essential Functions:

• Participate and assist in planning employee activities, travel and vacation requests.
• Develop and maintain a master schedule in Outlook to identify when the managers/support staff will be out of the office for site inspections/traveling and keep it up to-date.
• Maintain equipment or facilitate service calls as needed.
• Order supplies and gift baskets for Sales and Convention Services
• Assign and distribute incoming sales leads
• Assist Convention Service Manager with group needs when requested
• Assist Convention Services and Sales with meeting space diagram generation
• Assist Convention Service and Sales Director with Welcome Cards and Amenities upon arrival and ensure accurate delivery
• Audit of room reservations – when needed - Cross Checks/Audits
• Manage all advertising job orders via DaVinci
• Manage all reservations in the ART system
• Assist in FDC/LMS systems
• Process correspondence, reports, proposals, contract documents, group resumes and internal communications.
• Receive incoming calls and greet guests, screen calls, refer visitors to proper sales staff or department. Ability to conduct a site inspection if required.
• Process incoming and outgoing mail, copying, faxing.
• Create new files and maintain existing filing systems, both manual and computerized.
• Input data into the sales department’s advanced sales and catering system, FDC.
• Coordinate assignments and maintain communication with various staff and other departments of the hotel.
• Make necessary special arrangements for clients regarding transportation, room service, room reservations, restaurant reservations or site inspections.
• Handle incoming group inquiries if assigned by the Regional Sales Director.
• Make travel arrangements, including hotel and air as well as shipping for Regional Sales Director as requested.
• Prepare and distribute reports as assigned.
• Assist Regional Sales Director in keeping accounts clean and accurate.
• Assist Regional Sales Director in researching and calling inactive accounts to solicit/prospect.
• Acts as liaison between client and other hotel departments, is called on to represent hotel and Regional Sales Director when Director is on business travel or unavailable.
• Develops strong working relationships with sales clients and internal staff.
• Other related duties and responsibilities as assigned.

Qualifications:

• High school diploma required. AA or BA College degree and/or additional education in clerical skills preferred.
• 2-3 years office experience required. Experience with Microsoft Office 98 or higher required. One-year public relations experience and previous hotel experience preferred.
• Accurate typing speed of 65 WPM. Strong written and verbal communication skills.
• Excellent spelling ability. Strong organizational skills. Detail oriented. Ability to meet deadlines. Excellent customer relations and service skills a must. Able to manage multiple priorities in a hectic, sometimes chaotic environment.
• Good telephone voice and manner. Outgoing personality. Willing to take on new tasks. Desire to work as a team member. Enjoys challenges and can work at a steady, upbeat pace. Must be able to work with little or no supervision. Must be able to work with various personalities. Maintains a professional appearance and adheres to guidelines for business attire. Must be able to deal with change and multiple priorities effectively. Ability to maintain composure under pressure and in stressful situations.