Hotel Emma is seeking passionate, service driven candidates for the position of Sales Coordinator.

Purpose of the Position:

To provide exceptional service to all guests, fellow team members and visitors, in addition to providing administrative support to the Sales Department. An integral part of the sales team, they will assist in day-to-day operations including: creating unique proposals, responding to client emails and phone calls, and organizing site inspections.

Primary Responsibilities:

Duties are as follows but not limited to:

• Uphold and adhere to the Hotel Emma Vision, Service Promises, Core Values and Storymakers.

• Schedule & prioritize work load to meet deadlines of all managers
• Type and distribute all correspondence, including proposals, booking notices, letters, contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate
• Utilize Delphi or current system(s) correctly, to ensure managers are able to accurately track, book and follow-up on all accounts/bookings
• Assist Sales Team with all Site preparation and support with sales kits / brochures etc.
• Assist managers with sales calls and participate in sites, FAMs, trade shows and other related market events as required
• Assist Sales with collecting & routing favors (e.g. rooms/loyal/VIPs/upgrades) for individual reservations through the Reservations department. Confirmed Group requests go through Reservations/Conference Services Manager
• Maintain account/booking files and ensures that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone number of caller, date and time call received)
• Coordinated general office functions
• Liaise with other hotel departments to help ensure Sales clients’ needs are met/exceeded
• Performs other duties as assigned by management

• Point of contact for all internal meetings related to Director of Global Sales and extending team to ensure setup and taking minutes, when necessary
• Create amenities in Alice from new promotions that are rolled out

• Create calendar invite for monthly sales/catering meetings to ensure all participants are available

• Responsible for accounts payable/purchasing process (using Birchstreet or other tracking systems) – have all invoices, completed expense reports and POs flow for timely and proper processing.
• Be the point of contact for incoming calls to the sales line and the hotel’s “info” email that is listed publicly on the website
• Responsible for distributing the info emails and the sales inbox and distribute leads.
• Attend daily stand up and focus meetings and present the information at the daily sales business review meetings.
• Ensure that sales collateral is in stock and up to date.
• Contract turnovers should flow through this person. With so many new members to the team, this will ensure that all of the information in the agreement is making it in to Delphi.
• Be knowledgeable in both Opera and Opera-Delphi, with the ability to put in reservations to assist site visits & BT/Transient.
• Assist with putting together proposals and contracts when needed.

Job Requirements:

• Previous customer service experience in a hotel or a related field required; luxury hotel experience preferred
• Previous administrative experience preferred
• Expertise in using Microsoft Office programs required
• Ability and willingness to work full-time hours at the hotel in the sales office
• Guest oriented with a sincere, helpful, caring and friendly personality
• Able to work well with others
• Able to take initiative 
• Pays precise attention to detail, professionalism, order and cleanliness 
• Enjoys offering exceptional service and meeting the needs of others
• Excellent communication skills (verbal, listening & writing)required
• Has exceptional phone manners
• Working knowledge of Opera/DELPHI or related reservations or hotel sales software system a plus
• Ability to adapt in a fast paced, five diamond service environment
• Ability to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary
• Ability to assimilate complex information and data from disparate sources adjust, or modify to meet the constraints of the particular need
• Proven ability to organize special events effectively with accurate sense of detail
• Strong interpersonal and organizational skills
• Strong time management, goal oriented and ability to multitask to meet deadlines

Working Conditions/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. Ability to lift up to 20 pounds, prolonged sitting, standing, and bending without restrictions. Schedule will reflect business demands, long and unusual hours on occasion. Physical attendance onsite in the office is required.