Sales & Marketing Coordinator

Summary of Position

The Sales Coordinator position is responsible for initiating sales contacts to generate business for the hotel and coordinating sales activity within the sales office. This individual must have the ability to easily and willingly adapt to changes of policy, procedures, or work environment. A primary duty is to meet project deadlines consistently, completing all projects assigned in an accurate and thorough manner.  This position assists Sales Manager and any other members of the hotel sales team to develop, implement, promote and follow through on actions and activities to increase the hotel’s business revenues.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Along with complying with all laws, company policy, brand standards, the following are the Essential Functions of this position: 

• This position is empowered to guarantee total guest satisfaction assisting all guest sincerely and courteously.  Going the extra mile to ensure total guest satisfaction
• Displays hospitality, professionalism, and projects a favorable image of the company and property to the public at all times. 
• Takes pride in representing the company and property professionally with our guests, associates, and vendors.
• Ensures that all transactions with our guests, associates, and vendors are handled in a legal and ethical manner. 
• Complies with company, department & brand standards
• Completes training as required by company, property and brand.
• Maintains a clean and neat appearance at all times. A complete uniform (or business attire for non-uniformed associates) must be worn at all times in public areas, including a name tag. 
• Have a thorough knowledge of emergency procedures.
• Strong organizational skills and the ability to plan work schedule, prioritizing work tasks and responsibilities.
• Achieves established sales contact goals and business revenue goals for assigned market.  
• Actively and consistently participates in sales meetings, planning sessions and brainstorming. 
• Data entry using SalesPro, PMS System, Microsoft Word, and Excel.
• Copying and distribution of internal/external letters, forms, bookings, contracts, BEO’s, group resumes, rooming lists, event schedules, and mail. 
• Responsible for ensuring group rooming lists are received in a timely manner and properly input into SalesPro AND PMS System, with copies inserted in Front Desk Group Resume Book. 
• Responsible for securing completed direct bill applications, distribution of group credit information, and accurate adherence to group billing procedures. 
• Monitors business trends and recommends adjustments to Revenue Maximization Strategies.
• Trace VIP guests for arrival, room assignments, and amenities. 
• Preparing contracts, reports, and other paperwork related to the sales department. 
• Follow up / develop response(s) to leads for potential business opportunities for our hotel.
• Trace follow-up dates and actions necessary for all group bookings. 
• Assist in preparation of daily, weekly and monthly reports and Group Log Book. 
• Assists SM in preparation and timely submission of Sales Department’s weekly Sales Productivity Analysis Report.
• Maintains Group History, traces/follow-ups, and entries in SalesPro. 
• Maintains organization of office for filing, faxing and distribution of all correspondence
• Assist during development of Hotel’s Marketing Plan, Budget, and RFP submissions as needed. 
• Assimilate into the Hotel’s “Guest Service” culture through understanding, supporting and participating in all elements of providing our hotel’s guests with Superior Guest Service.
• Maintenance of computer data for Sales Department including updating and troubleshooting. 
• Demonstrate working knowledge of the hotel’s service standards. 
• Participates in hotel’s Manager on Duty program (once trained on responsibilities).
• Any other duties that are required at the direction of the supervisor.   

Supervisory Responsibility

• None

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping and crouching. The position may require occasional lifting of products weighing up to 50 pounds.

Qualifications and/or Experience

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable persons with disabilities to perform the essential functions of this position.  

• High School Diploma or equivalent required. (University degree in related field preferred.)
• Minimum two years’ experience in a Hotel Sales position, or Sales Department Administration.
• Proven interpersonal and organizational skills with a high degree of persuasiveness.
• Excellent telephone skills.
• Ability to handle multiple tasks with strict deadlines in a fast paced, dynamic work environment. 
• Must type at least 30 wpm and have high proficiency in Word, and Excel.
• Must have strong organizational skills, accuracy in preparation of documents, and detail oriented.
• Prior experience in utilization and functionality of PMS System.
• Prior experience in utilization of Sales Department software (i.e.:  ACT, Delphi, & etc.). 

Competencies

• Excellent industry reputation and interpersonal communication skills.
• Must have analytical and problem-solving expertise.
• A strong business orientation, capable of and comfortable with operating in an environment, which places high expectation on integrity and relationship building skills.
• A ‘roll up the sleeves’ leader who is detail oriented with a strong work ethic.
• Someone who is creative yet has common sense and is practical in the real world. 
• A good communicator, someone that will keep all parties informed in an organized, coherent manner. 
• Must have basic knowledge of Microsoft Word, Excel, computers, and systems.
• Must have basic mathematical skills and basic calculator skills.
• Capability of building long-term relationships and being part of a rapidly growing business. 
• Personal accountability and pride in results will be important for this associate to possess. 
• Must have the ability to effectively deal with guest or associates in a friendly and positive manner. This involves listening to the nature of concern, demonstrating empathy with the customer, vendor, or associate and providing positive and proactive solutions.
• Must be proficient with computer and computer-generated data.

Benefits

• 401(k)
• Dental Insurance
• Disability Insurance
• Paid Time off
• Life Insurance
• Vision Insurance
• Employee Discount

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Nothing in this job description restricts management’s right to assign or reassign duties, work hours and/or responsibilities for this job at any time.