Sales Coordinator

JOB SUMMARY

Provides effective administrative and operational support to the sales office to facilitate the smooth execution guests stay at assigned property/properties.

REQUIREMENT

• Maintains all marketing collateral material for the hotel.
• Daily selects show rooms and verifies status of meeting rooms for site tours.
• Meets with clients and gives site tours in the absence of the sales team leader; effectively and professionally conveys the necessary fundamentals and specific details of the sale to the client.
• Sends requested information to prospective guests inquiring about the property/surrounding area.
• Qualifies the needs of the client for sleeping rooms and meeting space (where applicable).
• Signs up for & maintains relationship with third parties online that generate leads, including but not limited to: HotelPlanner.com, BookMyGroup.com, CVB and franchise specific lead generators
• Corresponds with potential and existing clientele in person, via email and over telephone.
• Prepares and types documents for clients such as rate letters, group contracts, and other correspondence to build hotel/client relationship.
• Enters group blocks/individual reservations in property management system, collecting deposits and/or secures payment method prior to arrival.
• Coordinates assigned group activities through check-in.
• Creates & maintains group files, correspondence, reports, and other documents as required.
• Updates sales database (SFA) as needed
• Monitors group pick-up and enters rooming list and/or observes cut-off dates and notifies manager of any guest request or issues that may impact guest relations
• Prepares group resumes & banquet event orders with pertinent group information and distributes to all departments
• Follows up with Guest Service Manager on rooming lists, VIP amenity delivery, changes in group booking agendas, cut off days, etc as prescribed by the Director of Sales.
• Follows up with past clients by sending out surveys and conference service evaluations.
• Attends staff meetings on a regular basis to take meeting minutes and provide administrative support for the management team.
• Performs follow-up on reports or special assignments.
• Creates fliers, mailers, certificates, etc. to promote new business.
• Actively seeks new opportunities to secure new or more group business for the hotel.
• Prepares Local Negotiated Rate agreements as directed.
• Assists in the preparation and administration of the hotels annual marketing plan
• Attends any brand required training as well as other meetings requested by the General Manager.
• Assists with front desk based on hotel needs.
• Additional duties may be added at any time at the discretion of management
• Consistently models the behavior of a Baywood Ambassador who:
• Maintains a professional image, including physical appearance, verbiage, and body language, at all times to include clean uniform and name tag
• Warmly greets both guests and coworkers (using the 10/5, first & last rule) every time they come in contact
• Actively listens to guests, responding appropriately to their questions and/or concerns. Seeks guidance and/or assistance from others to ensure satisfaction
• Fosters teamwork by offering assistance to others, as needed
• Continuously monitors the surroundings at work, in order to identify any cleanliness, safety, security, or building upkeep issues.
• Reports discrepancies to the proper department
• Contributes to a safe work environment by following proper safety guidelines in matters of attire, utilizing protective gear, and following safety procedures