What are the responsibilities and job description for the Sales Coordinator position at CANOPY BY HILTON ITHACA?
The Sales Coordinator plays a key role in supporting the sales and events by managing administrative tasks, coordinating client communications, and ensuring seamless execution of group bookings, events, and dining experiences. This role is ideal for someone who thrives in a fast- paced hospitably environment and enjoys both organization and guest interaction.
Position: Full-Time
Hours: 8:30-4:00 Monday - Friday
Salary: Competitive, based on experience
Key Responsibilities:
- Meets with clients and gives site tours in the absence of the sales team leader; effectively and professionally conveys the necessary fundamentals and specific details of the sale to the client.
- Sends requested information to prospective guests inquiring about the property/surrounding area.
- Qualifies the needs of the client for sleeping rooms and meeting space (where applicable).
- Corresponds with potential and existing clientele in person, via email and over telephone.
- Prepares and types documents for clients such as rate letters, group contracts, and other correspondence to build hotel/client relationship.
- Enters group blocks/individual reservations in property management system, collecting deposits and/or secures payment method prior to arrival.
- Coordinates assigned group activities through check-in.
- Creates & maintains group files, correspondence, reports, and other documents as required.
- Updates Delphi FDC/Delphi Standard as needed
- Monitors group pick-up and enters rooming list and/or observes cut-off dates and notifies manager of any guest request or issues that may impact guest relations
- Prepares group resumes & banquet event orders with pertinent group information and distributes to all departments
- Follow up with the Guest Service Manager to review rooming lists, VIP amenity delivery, changes in group booking agendas, cut off days, etc. as prescribed by the Director of Sales.
- Follow up with clients, send thank you notes upon departure.
- Attends staff meetings on a regular basis.
- Creates fliers, mailers, certificates, etc. to promote new business.
- Actively seeks new opportunities to secure new or more group business for the hotel.
- Attends any brand required training as well as other meetings requested by the General Manager.
- Additional duties may be added at any time at the discretion of management
Baywood Hotels is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.