REPORTS TO: Director of Sales
JOB SUMMARY:
The Sales Coordinator is responsible for coordinating all group needs, as well as sales support whenever necessary. He/she is responsible for sales activities as it relates to weekend and leisure market. He/she is responsible for maintaining professional relationships with client contacts as well as customer service, correspondence and communication. Revenue functions and duties may be assigned and required. Knowledge and implementation of excellent service philosophy and programs is required in dealings with clients, guests and co-workers
QUALIFICATION STANDARDS:
Education & Experience:

• Bachelor degree preferred with an emphasis in Hotel Management, Hospitality Management and/or related fields.
• Previous experience in hospitality or other service related field or industry.
• Must have a valid driver’s license.
• Must meet Brand qualifications.
• Must be fluent in English.

Physical requirements:

• Long and flexible hours may be required.
• Must be able to work evenings, weekends and holidays as needed.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Mental requirements:

• Must work well in stressful, high-pressure situations.
• Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by clients, co-workers and guests.
• Must be effective in handling problems in the workplace, including anticipating,

preventing, identifying and solving problems as necessary.

• Must maintain composure and objectivity under pressure.
• 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 have the ability to assimilate complex information and data from disparate

sources and consider, adjust, or modify to meet the constraints of the particular
need.

• Must be able to work with and understand financial information and data, and basic arithmetic functions.

DUTIES AND RESPONSIBILITIES
SERVICE ATTITUDE AND COMMUNICATION

• Must always be friendly, attentive, courteous and efficient in the dealings with

clients, guests, managers and all other employees.

• Must be a team player and lead by example.
• Must have knowledge of and demonstrate excellent service philosophy and

standards.

• Promote teamwork and quality service through daily communication and coordination with other departments. Key departmental contacts include all hotel departments.

SALES & REVENUE RESPONSIBILITY

• Participate in weekly scheduled sales meetings
• Develop a good understanding of operations of the hotel, including food & beverage, front desk, reservations, housekeeping, maintenance and guest services.
• Work closely with other hotel departments to facilitate services agreed upon by the sales office and prospective clients.
• Respond to all individual / group inquiries in a timely manner.
• Conduct site tours for potential clients / guests. Qualify potential.

• Maintain a good working relationship with existing client base and explore ways to increase revenue from this base.
• Actively work in-house guests for sales leads and referrals.
• Assist in implementing special promotions relating to direct sales segments
• Interact with outside contacts:

• Guests – to ensure their total satisfaction
• Airlines, wholesalers, corporate accounts, travel agencies, ad agencies, etc. – to ensure repeat business, follow up on events, and generate new business
• Other contacts as needed (Professional organizations, community groups).

• Handle all details for booking and executing group blocks, including resumes, confirmations, charges, and cut offs.
• Facilitate weekly resume meetings for group blocks.
• Manage room blocks; reservations and cutoff
• Welcome group contact upon arrival and ensure guest satisfaction.
• Work closely with F&B staff to follow the progress of menu selections and/or

alternative menu options for groups with onsite meals.

• Follow up with clients regularly during and after departure to ensure satisfaction and secure future bookings

• Maintain client files and update information daily in accordance with established departmental policies and procedures. Review daily postings of charges to master accounts of clients and resolve any discrepancies, or process necessary adjustments. Review final bill prior to presenting to client. Complete post-conference reports of events for senior management, and complete other reports as needed or requested.

ADMINISTRATIVE RESPONSIBILITY

• Keep all files current and organized.
• Follow up on all requests in a 24 hour time frame.
• Carry through all assigned tasks within approved timeline.
• Manage reservations requested through Executive Office and Sales Office.
• Maintain room blocks and cut offs
• Develop trace system to regularly contact and maintain relationship with primary

Clients and in house guests.

• Assist General Manager as needed.
• Assist Director of Sales and Sales Manager in producing letters, brochure packets and invitations.
• Develop professional group proposals and contracts.
• Manage the supply inventory.
• Correctly code Sales Department bills.
• Produce group block invoices in a timely manner.
• Maintain and update sales reports.
• Check show rooms daily.
• Update Stats Board daily.
• Manage extranet systems for FIT/Wholesale market.

GENERAL RESPONSIBILITY

• Develop essential time management skills.
• Be familiar with Brand sales policies and hotel rules, and hotel terminology.
• Participate in all-employee meetings, events and other functions required by management.
• Perform any other duties as requested by the General Manager and/or Director of Sales.

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