Scarlett Hotel Group consistently strives to create an amazing guest and team experience through consistent processes, inclusivity, empowerment, and respectfulness. We have worked hard to put the human back in hospitality through our commitment to a unique culture, and our passion to serve. We ensure that our teams are involved in problem solving, feel appreciated, and know that they matter!

Position Summary:

The Sales Coordinator Lead will drive in-house sales, special client requests, clerical, and group rooming lists while helping to create amazing guest and team member experiences through training, and accountability.

Duties & Responsibilities:

The responsibility to our guests & clients:

· Answer telephone within three rings with a smile and forward calls to the proper Sales Manager or answer questions accordingly.

· Manage all meeting room reservations and coordinate details with other departments.

· Post all meeting room charges.

· Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events.

· Prepare and send out all direct mail projects, sales packets and collateral.

· Answer guest questions regarding hotel facilities and services, local area and attractions.

· Maintain good rapport with clients. Work closely with other departments to coordinate meeting details, special requests and VIP arrangements.

· Type all Sales correspondence and reports. Facilitate completion of proposals and process contracts.

· Assist in internet and direct-mail projects.

· Establish and maintain sales files, production reports and trace system.

· Complete corporate tracking daily.

· Maintain and replace office supplies, as needed, including sales collateral.

· Prepare sales figures and report as directed.

· Handle inquiry calls; send appropriate collateral or direct calls to the correct sales manager.

· Make reservations and send out contracts. Schedule sales appointments with prospective clients.

· Ensure that appropriate departments are updated on group information and monitor group cut-off date.

· Type confirmation letters, proposals and other correspondence.

· Adhere to established sales goals.

· Handle walk-in tours.

· Handle all meeting room requests and notify hotel department heads of the same.

· Prepare and distribute function sheets.

· Prepare bills for groups on a timely basis for the client within 48 hours of the client’s departure.

· Inform Director of Sales of potential problems with clients and progress of special projects.

· Check e-mail and voice-mail regularly.

· Manage group inquiries, make single reservations and changes. Type confirmation numbers and send back to client.

· Ability to read, analyze and interpret common reports such as guest folios.

· Operate the hotel computer system, reservation system and word processing applications as well as Excel.

· Take, modify and cancel guest reservations noting any special requests. Know cancellation and walk procedures.

· Ensure security and confidentiality of all guest and hotel information and material.

· Monitor room availability.

· Monitor and execute hotel programs and ensure front desk staff is trained on how the programs need to be administered.

The responsibility to the team:

· Live the mission by being a good will ambassador inside and outside of work

· Promote teamwork and an enjoyable work environment

· Complete you onboarding & training within 45 days which will include training on:

o Basic sales process

o Delphi

o Site tours

o Sales Files

o Entering group rooming lists & releasing remaining inventory

o How to read and analysis particular reports

o Emergency procedure training

o How to be effective when handling difficult guest issues as they arise

o Use the L.E.A.R.N. method for handling guest issues

o Reservations & cancellation procedures

· Clear communication with fellow team members is a necessity for our fellow team members to be set up for success.

o Guest service issues or requests

o Cleanliness

o Maintenance

o Special occasions

· Assist the Front Desk with check-in and check-out when necessary.

· Assist with the lobby ambassador program as necessary

· Participate in daily preshift

· Keep a clean and organized work space

· Attend work on time as scheduled and adhere to attendance policy.

Leadership tasks:

• Act as an MOD during heavy group weekends
• Team member engagement and training on Sales related operational efficiency
• TripAdvisor responses etiquette & timing
• Expedia Real time responses
• Review SRP, rate override, and ensure accuracy
• Group resumes & planning for groups
• Sell out & Planning

The responsibility to the hotel and yourself:

· Ensure the safety and security of our guest and team members at all times and report unsafe conditions and suspicious activity to hotel leadership

· Always practice energy conservation

· Forward lost and found inquiries to the Housekeeping Department

· Follow proper key control procedures.

· Ensure security and confidentiality of all guest and hotel information and material.

· Utilize Service Recovery/Defect Tracking processes

· Follow proper moving and lifting procedures

· You will be regularly required to stand, sit, walk, and reach.

· You will need to be able to use your hands and fingers to point or push, handle, and feel.

· You must be able to communicate with guests

· Must have finger, hand and upper body dexterity to push, pull and move levers, equipment and furniture throughout the shift.

· Must be able to work with arms raised above head throughout a shift. Must be able to maneuver fully loaded cart, weighing up to 50 lbs., through hallways and into/out of closets during entire work day.

· Must be able to lift, carry or otherwise move up to 25 lbs. regularly or lift at least 50 lbs. with assistance

· Wear uniform, including nametag and slip resistant shoes at all times in accordance with the Standards of Appearance.

· Be able to work by yourself

· Adhere to the work rules set forth in the team member handbook.

· Perform other duties as assigned.

Job Evaluations will be based on:

• Guest services impact
• Team unity, attitude & cooperation
• Quality of Work and delivering results
• Communication
• Attendance & dependability
• Judgment and problem solving skills
• Work planning & taking initiative

The hotel work environment:

• The hotel business operates 24 / 7 / 365. There is no guaranteed shift or schedules. There may be times that you will need to move to different shifts or different work areas to accommodate our guests.
• This position description is not intended to create, nor is it to be construed, as a contract of employment or a promise of employment.
• I understand that my employment is an “at-will” relationship and may be terminated by either party at any time, with or without notice.
• This is the bare minimum list responsibilities and is not meant to be an all-inclusive list. There will be other reasonable responsibilities that you will be assigned to do as requested by your department leader.

Job Type: Full-time

Pay: From $35,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Supplemental pay types:

• Bonus pay

Experience:

• Hotel Sales: 2 years (Preferred)
• Hotel experience: 2 years (Required)

License/Certification:

• Driver's License (Preferred)

Work Location: One location