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SALES COORDINATOR 

Job Summary

The Sales Coordinator is responsible for performing clerical, administrative and other duties to assist in the smooth operation of the Expotel Sales office. The Sales Coordinator should have an upbeat, professional demeanor and should possess superior communication, negotiation and selling skills.

Qualification Standards

Education & Experience

  • High School diploma or equivalent required and/or experience in a hotel related field
  • At least one year of professional experience in a hotel or related field
  • College course work in related field helpful

Physical Requirements

  • Flexible and long hours sometimes required
  • Sedentary work - exerting up to 50 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Mental Requirements

  • Must be able to convey information and ideas clearly.
  • Must be able to evaluate and select among alternative courses of action quickly and accurately.
  • Must work well in stressful, high-pressure situations including the ability to handle guest objections and disputes to satisfactory results and maintain a professional respectful approach.
  • Must be able to show initiative in job performance, including anticipating what needs to be done before it becomes a necessity.
  • Must maintain composure and objectivity under pressure.
  • Must be effective in handling problems in the workplace, including, preventing, identifying and solving problems as necessary.
  • Must have the ability to assimilate complex information, data, etc., from disparate sources and consider, adjust or modify to meet the constraints of the particular need
  • Must be effective at listening and understanding in order to clarify the concerns and issues raised by co-workers and guests.
  • Must be able to work and understand financial information data and basic arithmetic functions.

Duties & Functions

Essential

  • Approach all encounters with guests and employees in a friendly, service oriented and professional manner.
  • Maintain regular attendance and punctuality in compliance with Expotel Hospitality
  • Service standards, as required by scheduling. Report to work and return from breaks on time, give advance notice when absence is anticipated.
  • Maintain high standards of personal appearance and grooming which include compliance with Expotel Hospitality Service dress code and wearing nametag when working.
  • Comply at all times with Expotel Hospitality Service standards and regulations to encourage safe and efficient operations.
  • Maintain a warm, friendly and professional demeanor at all times.
  • At all times must be attentive, helpful and courteous to all managers, guests and fellow employees.
  • Maintain work areas that are neat and organized.
  • Develop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations. Ability to answer guest inquiries about hotel services, facilities and hours of operations.
  • Develop a complete knowledge of company sales policies and S.O.P’s.
  • Meet or exceed set goals.
  • Answer telephones and log each call by name, phone number, event and dates as well as which sales manager the call was transferred to. Copy of log to be given to the
  • ADOS at the end of each day.
  • Be familiar with all Expotel Hospitality Service sales policies and selling techniques with an emphasis on maximizing occupancy and Average Daily Rate (ADR).
  • Book room reservations while focusing on maximizing room revenue and average rate using standard rate quoting scenarios at all times. Up sell rooms when possible. Enter reservations according to standard operating procedures. Handle all special reservations to include V.I.P reservations packages and discounts.
  • Book and block rooms using hotel standards for Group Rooming lists and Booking
  • Agreements.
  • Operate in the Sales Department within established sales expense budget.
  • Initiate leads and answer and direct all inquiry, sales, service and catering phone calls. Distribute leads and maintain lead log. Respond to all emails.
  • Maintain and participate in an active sales solicitation program. Meet or exceed sales solicitation call goals as assigned by the ADOS.
  • Monitor production of all top accounts and evaluate trends.
  • Transcribe, type and distribute sales meeting minutes.
  • Input data into Group Rooms Control (GRC) database, update with actuals at the end of each week.
  • Use your property’s computerized sales management system to manage the hotel’s business, including (but not limited to) generating reports, entering business, blocking space and building accounts.
  • Abide by Prime Selling Time (PST).
  • Open and distribute mail. Handle all outgoing mail for the department.
  • Prepare room blocks, proposals, confirmations, resumes, follow up thank you letters & evaluations, cover sheets, BEO’s and Banquet checks. Check lists, rooming lists and group changes routed to the appropriate individual and property with 48 hours. Order VIP amenities as well as make room reservations.
  • Produce and distribute resume’s two weeks prior to first day of main group arrival and communicate any changes and updated information to hotel departments. Complete and distribute BEO’s 10-14 days before the event to the appropriate departments.
  • Participate in and/or lead weekly BEO review meetings.
  • Control PO’s; check requests, certificates and donations.
  • Complete all “Month End” reports for the ADOS and send to Corporate according to established timeframe.
  • File all pertinent correspondence in a timely manner.
  • Maintain an RFP log and forward all leads to appropriate sales manager based on market segments. Maintain a file of completed leads from sales managers to report at Weekly Sales Meetings.
  • Responsible for daily routing of information to hotels/departments.
  • Assist as needed with entertaining clients at the hotel for entertainment, lunches, tours, etc. Site inspections should be professionally conducted exhibiting key features and benefits of the property.
  • Maintain strong client relations and ensure that specifications are communicated and executed for a successful meeting experience for the meeting planner and attendees.
  • Monitor and manage room blocks according to contract utilizing group history reports and information given by clients to maximize hotel revenue making adjustments as necessary.
  • Review sales contracts as well as other important information, i.e. room block cut off date, special concessions, attrition clauses and validate with client via turnover letter. Verify correct space is on hold.
  • Monitor and enforce program deadline dates and work with clients to release meeting space not needed to maximize hotel revenues.
  • Prepare daily Mail Cash receipts log, endorse and drop all checks received through the mail on a daily basis.
  • Maintain an adequate inventory of Sales Packets, Brochures and other collateral.
  • Answer all incoming calls promptly, in an attentive, courteous and efficient manner.
  • Process any request for reservations for Corporate Accounts and Groups that come through the sales office
  • Handle and coordinate all details for group and meetings with the individual properties
  • Maintain Trace File
  • Print Daily reports and forward to ADOS for review
  • Attend daily AM meeting to discuss groups for the upcoming week – 7 days out regarding, room pick up, payment and any special instructions regarding group.
  • Attend Expotel Hospitality Service Business Review (EBR) meeting with Sales and Catering operations staff and General Manager, with appropriate reports and information needed for meeting. After each meeting complete and forward minutes to ADOS and sales managers.
  • Assist in implementing special promotions relating to direct sales segments. Responsible for the maintenance of mailing list to be used in soliciting future business.
  • Maintain, as needed, Social Media sites for the properties.
  • Perform any other duties as requested by the General Manager, ADOS or Executive Director of Sales & Marketing.
  • Assist management in analyzing reports for new opportunities or trends.
  • Solicit new business through telephone prospecting of past accounts.
  • Maintain and order supplies for office and projects
  • Asist with Group Room Night Report
  • Maintain function book
  • Attend meetings/training as requested by management.
  • Perform any other duties as requested by management