Sales Coordinator

PRIMARY OBJECTIVE OF POSITION:

Performs all general administrative duties to include answering phones, maintaining files, typing correspondence, preparing reports, assisting hotel guests and other tasks that are related to achieving hotel goals.

RESPONSIBILITIES AND JOB DUTIES:

• Ability to effectively manage paperwork of assigned managers in processing contracts, proposals, amenities, reservation forms and all related tasks.
• Complete turnover process for group sales contracts.
• Always display a professional attitude and demeanor. Possess ability to communicate with guests and team members in a mature and respectful manner.
• Timely distribution and input of leads into Delphi.
• Assist Coordinators from other disciplines with shared departmental responsibilities
• Handle phone calls and inquiries in a courteous and professional manner, displaying a positive nature and eagerness to support callers, with ability to manage and cross-qualify calls for other Sales & Marketing disciplines.
• Possess strong focus on completing responsibilities in an accurate manner.
• Demonstrate thorough organization and time management skills in order to complete tasks efficiently, in accordance with pre-determined deadlines. Exhibit ability to prioritize and multi-task.
• Assistance in creating proposals. 
• Respond/turndown in Cvent proposals. 
• Link GSO leads via MeetingBroker.
• Check Choose Chicago Inbox via website and assign leads accordingly
• Merge contracts and proposals.
• Build meeting space and initial booking in Delphi for prospective groups.
• Add all room types and all room rate categories as part of the turnover process.
• Scan and send counter signed contracts to clients.
• Monitor and log group leads for the lead log.  
• Manage incoming calls, qualify and distribute accordingly. 
• Prepare/execute weekly activities summary report.
• Ability to run miscellaneous Delphi and Opera reports.
• Run Group Activity report.
• Perform Delphi maintenance, build Accounts/Contacts and adhere to data-entry standards.
• Manage credit card authorization and direct billing forms for groups, log information and ensure accounting receives proper paperwork.
• Complete check requests for commission payments for 3^rd parties and ALHI and follow-up with clients on payment status.
• Ability to follow up on direct bill and credit card applications for group and transient bookings.
• Knowledge of Brilliant Rewards transactions and client questions.
• Order business cards and other supplies.
• Ability to utilize Birchstreet for ordering and creating purchase orders.
• Sort and distribute mail.
• Create expense reports for Sales colleagues.
• Complete site inspection form and send to all Langham Chicago users at the end of every day.
• Create site kit to include floor plans, menus, promotional info, fact sheet, pen, and proposal/contract (if required) and have at least 10 on hand at any time for last minute site inspections.
• Create site inspection forms, prepare gifts, and manage reservations. 
• Make reservations in Travelle and Pavilion for client appointments.
• Process amenity forms.
• Assist managers in coordinating collateral and client gifts for sales appointments.

PHYSICAL DEMANDS:

• Lifting 30 lbs. maximum with frequent lifting and/or carrying objects weighing up to 10 lbs.
• Significant degree of talking, walking and hearing, sitting for extended length of time.

SPECIAL SKILLS REQUIRED:

• Ability to prioritize, organize work assignments and delegate responsibilities.
• Ability to be successful and productive.
• Ability to effectively communicate.
• Ability to promote positive relationships with customers, guests, and staff.
• Ability to ensure confidentiality of guest and hotel data.
• Ability to work within a cohesive team or perform job functions independently with minimal supervision.
• Ability to seek knowledge and understanding of how to be effective, and what strategies to deploy to be successful.
• Ability to enforce hotel's quality standards, procedures, etc.
• Ability to follow up with corrections when necessary.
• Ability to adhere with deadlines.
• Ability to be a clear thinker, analyze and resolve problems exercising good judgment.
• Ability to focus attention on details.
• Ability to input and access information into computer.
• Ability to remain calm and courteous with demanding/difficult situations
• Ability to balance time and work efficiently.

EDUCATION REQUIRED:

• High school diploma or equivalent required.

EXPERIENCE REQUIRED:

• Previous Coordinator experience preferred.
• Luxury hotel experience preferred.
• Knowledge of Microsoft Word and Excel required.
• Knowledge of Delphi, Opera and Ideas preferred.

LICENSES OR CERTIFICATES:

About Langham Hospitality Group

A wholly-owned subsidiary of Great Eagle Holdings, Langham Hospitality Group (LHG) comprises a family of distinctive brands, including The Langham Hotels and Resorts, Cordis Hotels and Resorts, Eaton Workshop and Ying’nFlo. With over 40 hotels and residences in operation or development, LHG has a global footprint that extends across Asia, Europe, North America, Australasia and the Middle East.

Majestic views of the cityscape, the Chicago River, and Lake Michigan. All housed in a skyscraper designed by renowned architect Mies van der Rohe. Situated in downtown Chicago, our hotel is mere minutes from the Loop, Grant Park, Magnificent Mile, Millennium Park, and Navy Pier. Discover the perfect blend of convenience and stylish comfort only at The Langham, Chicago.

For more information about the property, please visit: https://www.langhamhotels.com/en/the-langham/chicago/