Sales Coordinator

Sales Coordinator

Job Summary:

The Sales Coordinator assists the sales department in generating revenue by engaging in professional client communications, managing booking details, and supporting sales manager and directors.  This role ensures smooth execution of group reservations, meetings, and events and has an emphasis on precision, personalization, and exceptional service standards.

Key Responsibilities:

• Manager overall amenity process – including Alice input, coordination, note cards and distribution to departments.
• Deliver amenities as needed
• Maintain accurate record log of leads
• Send prequalification correspondence for wedding leads
• Handle inquiries for group bookings, weddings and social events by logging each inquiry and inputting it into Delphi system, assigning it to appropriate manager.
• Merge and format documents from Delphi for sales manager review
• Maintain and log internal meetings in Delphi, prepare internal banquet event order
• Order office supplies on monthly basis and amenities/gifts as requested
• Support site inspections and familiarization trips
• Processing invoices and expense reports into Birchstreet
• Create PO’s in Birchstreet
• Create turnover folders for sales to conference service
• Act as liaison between clients and internal departments
• Respond promptly and professionally to client requests
• Maintain gift certificate log for printed and used certificates.  Create/send as requested
• Coordinate priorities and timelines of tasks, provide clear communication with status updates.
• Send Revinate survey’s following group conclusion
• Maintain Delphi system

Current team:

3 sales managers, 2 directors, 1 executive leader

Reporting:

• Weekly reservation due date reports (Monday’s)
• Weekly event reports (Monday’s)
• Weekly distribution of GRC (Monday’s)
• Weekly distribution of inquiry report (Monday’s)

Qualifications:

• Flexibility. This is a demanding business, and it requires you to manage multiple priorities while meeting varying deadlines.
• Time Management.  Ability to prioritize and manage multiple tasks and pop-up items within communicated deadlines.
• Experience. Previous experience passionately providing service to others and providing administrative support in a team-oriented environment, ensuring accuracy and attention to detail

• People Person. The best part of serving others is creating experiences for them that go beyond the expected.
• Great communicator. Providing amazing experiences requires the ability to communicate fluently in English both verbally and through excellent written communication.
• Technology.  Fluent in all MS Office tools and ability to learn and become proficient in additional programs.

 NEEDED ATTRIBUTES:

Excellent verbal and written communication ability, enthusiastic and flexible temperament. Employees must fulfill their performance standards for this position and comply with policies, rules, and procedures of the Resort, including those outlined in the Employee Handbook or otherwise communicated (verbally or in writing) to employees.  The job description is intended to describe the general nature and work responsibilities of the position. This job description and duties of this position are subject to change, modification and addition as deemed necessary by the Resort.  Employees are required to comply with supervisory instructions and perform other job duties, responsibilities, and assignments requested by supervisors, managers or other Resort representatives.

Employees must fulfill their performance standards for this position and comply with policies, rules and procedures of the Hotel, including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees.  The job description is intended to describe the general nature and work responsibilities of the position.  This job description and duties of this position are subject to change, modification and addition as deemed necessary by the Hotel.  Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other Hotel Officials.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.