Sales & Marketing Coordinator

Position Purpose:

The Hotel Sales & Marketing Coordinator plays a key role in promoting a hotel’s brand, increasing visibility, and attracting guests through targeted marketing and sales efforts. They administratively support the sales & marketing department with hotel strategies, marketing campaigns, and coordination of direct sales segments such as group room blocks & events. 

PRIMARY FUNCTIONS

1. Administratively
2. Answering and directing phone calls, emails, and other forms of communication.
3. Handling data entry, file organization, and maintaining digital and physical records.
4. Invoicing and Ordering  
   1. Assist with preparing and logging purchase orders & invoices into accounting system
   2. Help with ordering or merchandising to be sued by sales and marketing team
5. Sales & Event Support
   1. Assisting in the planning of events hosted by the hotel, such as internal programs/activations, and client conferences, weddings, and community events.
   2. Assist sales team clerically within web-based systems for groups, events, and other direct sales segments
6. Collateral Management
7. Printing, cutting, distributing collateral
8. Design within Canva and InDesign upon request 
9. Campaign Coordination:
   1. Assisting in the planning and execution of marketing campaigns, including seasonal promotions, holiday specials, or event-related campaigns.
   2. Assist in creating and scheduling of social media content across platforms like Instagram, Facebook, and LinkedIn
10. Brand Management:
    1. Ensuring all marketing materials and communications align with the hotel’s brand identity and tone.
    2. Maintaining consistency across different channels and formats, from online posts to in-room brochures

SPECFICIC REQUIREMENTS:

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by management based upon the requirements of the company.

• Sales & Events Coordination
  • Assist in the coordination of food and beverage requirements, timing of events, audio-visual requirements, rooming list, amenities, function room set up, group transportation, billing instructions, room deliveries, box storage/delivery, group registration desk requirements, entertainment, leisure activities, décor requirements.
  • Assist in creation of group/event contracts, banquet event orders, rooming lists, floor plans within following web-based systems: Delphi, Opera, and Social Tables. 
• Purchasing and Receiving
  • Reach out to vendors for orders based on approved budgets, coordinating with relevant department heads.
  • Handle invoicing, distribution, and purchasing for the Sales & Marketing Department, including products for Trump Cafe as directed.
• Guest Reviews & Guest Recovery
  • Respond to guest reviews on TripAdvisor, Google, Yelp, OpenTable, and Medallia by using brand templates. 
  • Collaborate with the guest relations team to facilitate guest recovery and ensure guest satisfaction.
• Marketing Collateral
  • Assist with the design, proofreading, printing, cutting, and distribution of marketing materials throughout the hotel.
  • Conduct biweekly walkthroughs to ensure signage and collateral are current and appropriately displayed.
• Menu and Signage Management
  • Assist with the creation, distribution, and editing of menus for all outlets, including Terrace 16, Rebar, In-Room Dining, Cafe, and Minibar.
  • Update digital platforms like Crave, SinglePlatform, OpenTable, and Google with current menu offerings and promotions.
  • Create and distribute amenity cards and monthly amenity logs in collaboration with the guest relations team.
• Photography Coordination
  • Manage event photography by downloading, storing, and cataloging all images.
  • Coordinate in-house photography and videography requests, collaborating closely with the Director of Marketing and other team members.
• VIP and Site Tour Coordination
  • Manage requests for VIP client amenities and site tour entertainment on behalf of the sales and marketing team
• Internal Events Liaison 
  • Assist with promotional meetings, coordinating with Spa, Revenue, Residences, and F&B teams.
  • Update event agendas, deadlines, and print necessary documents for various promotions and events.
• 3rd party Website and Online Listings (Choose Chicago, Mag Mile, etc.)
  • Update 3rd party websites and digital platforms with new photography and offers.
  • Create and maintain hotel events and promotions on Eventbrite and OpenTable.
• Design and Content Creation
  • Design menus and promotions using Canva based on established templates.
  • Proofread and edit marketing materials for clarity and accuracy.
• Additional Duties
  • Ensure confidentiality of hotel information, reports, and files.
  • Support other responsibilities as directed by the Director of Marketing & Director of Sales & Marketing.

Qualifications:

• Proficient in Opera, Delphi, & Social Tables.Canva, Adobe InDesign, Microsoft Office Suite, Crave.
• Strong knowledge of social media platforms: Instagram, Facebook, LinkedIn, and X
• Strong written and verbal communication skills.
• Ability to type at least 60 words per minute 
• Excellent organizational skills and attention to detail.
• Ability to work collaboratively in a fast-paced environment.
• Ability to manage multiple projects simultaneously
• Always maintain a professional image in appearance/attire and conduct when dealing with meeting planner and resort employees.
• Strong computer skills including Excel, PowerPoint, Word.
• Ability to work under pressure and deal with stressful situations during busy periods.
• Interpersonal skills to provide overall guest satisfaction

OTHER:

Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operations will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.
 

ORGANIZATIONAL RELATIONSHIPS 

Directly reporting to this position (titles): Director of Marketing & Director of Sales & Marketing.

EDUCATION

Bachelor’s Degree or equivalent work experience required.

EXPERIENCE

• A minimum 3 years of previous experience in a hotel administrative position, preferably in a 4-5 star hotel.
• Must have a strong knowledge of digital marketing management 
• Must have a strong knowledge of creative design within marketing systems 
   

GROOMING

All associates must maintain a neat, clean and well-groomed appearance (specific standards available).

PHYSICAL REQUIREMENTS: 

Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 Hours; 

Constant – 6-8 hours 

Physical Activity Frequency 

Sitting Constant 

Walking, climbing stairs               Frequent 

Crouching/Bending/Stooping Occasional 

Reaching Occasional 

Pushing/Pulling               Occasional 

Near Vision Frequent 

Far Vision Occasional 

Hearing   Constant 

Talking               Constant 

Lifting/Carrying (15 lbs.)   Occasional 

Travel     Rare

BENEFITS: At Trump International Hotel and Tower Chicago, we offer a range of employment benefits for this Full-Time position, subject to any applicable eligibility, enrollment and/or benefit plan requirements. An overview of the benefits offered can be found on the Hotel's Career Center webpage here: Click Here.  

E-VERIFY: Trump International Hotel and Tower Chicago participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.
 

Equal Opportunity Employer 

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status, or any other characteristic protected by law.