Oxford Suites Rohnert Park - Sales Coordinator

• Are energetic, organized and able to juggle multiple priorities
• Love working with people and providing great client service
• Enjoy events and seeing all the details come together
• Are comfortable picking up the phone, sending outreach and researching new leads
• Have an interest in sales, hospitality, events or marketing
• Are a team player who enjoys collaborating with other departments
• Thrive in a busy environment and can shift gears when priorities change

What We Offer:
Competitive pay and performance-based incentives
Medical, dental, and vision coverage for peace of mind
401(k) with profit sharing to invest in your future
Generous paid time off so you can recharge
Exclusive discounts at our properties—because you deserve great getaways, too!
Ongoing training, leadership development, and career growth opportunities

POSITION SUMMARY: The Sales Coordinator is responsible for handling the follow up on corporate accounts, meetings and group bookings including managing contracts, making reservations, and correspondence while adhering to sanitation and cleanliness standards. This position provides administrative support to the sales team.
ESSENTIAL DUTIES & RESPONSIBILITIES: All duties and responsibilities of this position are to be performed with exceptional caring and genuine guest service upholding the Oxford Collection of hotels standards and culture at all times.

Administration & Sales Support (60%): 

• Respond promptly to inquiries from prospective clients, providing information about the hotel’s facilities, services, and rates
• Assist in preparing sales proposals, and contracts
• Coordinate sales appointments and meetings with clients
• Maintain ongoing communication with clients, addressing questions and providing necessary assistance
• Ensure a high level of customer service by addressing client needs and resolving issues promptly and professionally
• Track corporate account usages, keep accurate history of group pick-up and adjust room blocks
• Use sales tracking software to record leads, sales activities, and client information
• Occasionally make off-site sales calls
• Proactive prospecting of sales segments to keep pipeline full
• Occasional assistance at tradeshows and other industry events promoting the hotel

Perform all tasks in compliance with federal, state, local, food safety and sanitation requirements and Oxford Collection of hotels safety standards and security procedures. Be knowledgeable about and able to respond to emergency situations. Report any maintenance repairs needed immediately to their supervisor or General Manager.

Event Coordination (25%):

• Assist in planning and coordinating events, meetings, and conferences held at the hotel.
• Create room blocks and reservations for incoming groups or clients.
• Collaborate with Maintenance, Food & beverage, Front Desk and Housekeeping to ensure successful event execution.
• Prepare, review, and distribute function sheets, ensuring changes are up-to-date and payments are secured.
• Post charges for functions and maintain accurate history of group pick-up and room block adjustments.

Guest Relations (15%): 

• Interact with guests and prospects to establish strong rapport, identify issues, and resolve problems.
• Maintain integrity, confidentiality, and sensitivity when working with both internal and external guests.

Other (10%): 

• Maintain organized work areas while adhering to sanitation and cleanliness standards.
• Assist hotel front desk staff 
• Adhere to attendance policies and maintain regular availability for scheduled shifts
• May participate in the drivers program or other hotel-related duties as assigned

Additional tasks may be assigned, modified or changed as no employee has any inherent right to any particular job or authority. 

CORE SKILLS & VALUES

• Autonomous, Self-Directed – Internally motivated
• Company Character – Supports company vision and values
• Customer Service – Understands and meets the needs of customers
• Detail Orientation – Is accurate with details and numbers
• Interpersonal Communication – Relates well to people
• Professional Appearance - Presents a professional and polished look
• Results Focused – Consistently delivers results
• Sales, Persuasion, Influence – Establishes rapport and trust

EDUCATION & EXPERIENCE

• High School Diploma or GED preferred
• Associate or Bachelor’s degree preferred
• 1 year administrative experience preferred
• Experience with Microsoft Office products
• Hospitality experience preferred

JOB REQUIREMENTS

• Proof of eligibility to work in the United States
• Reliable transportation to and from work
• Ability to work a flexible schedule including evening, weekends and holidays
• Reliable and consistent attendance

PHYSICAL REQUIREMENTS

• Must be able to perform simple grasping, fine manipulation, and repetitive hand and arm movements frequently
• Must be able to list 30 pounds occasionally and often exert up to 20 pounds of force to push, pull, carry, lift or otherwise move objects
• Must be able to bend, squat, crawl, kneel, push, pull, and walk on uneven surfaces on an occasional basis
• While primarily an indoor job, must be able to walk outside in a variety of weather conditions (rain, wind, snow, heat)
• Must be able to climb stairs both inside and outside in a variety of weather conditions

Oxford Collection of hotels is proud to be an Equal Employment Opportunity employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all candidates and employees. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce.

All offers are contingent on pre-employment screening.