Sales & Service Coordinator

Description

Responsible for clerical, administrative and other duties to assist in the smooth operation of the Sales and Catering Department. This position is to supervise and handle all telephone inquiries and group reservations to provide efficient, accurate, and courteous reservation services and telephone solicitations while maintaining on-going communication with group sales and the front desk in room status and group information. This position must be proficient in all Windows based software and web-based programs.

Maintain good relations with all guests and know and implement procedures for giving special attention to VIPs and Club members

Maintain a working knowledge of the sales and front office areas, credit policy, different room types and hotel services. Take any necessary training offered on MHub/DLZ.

Becoming a systems expert – CI, Lightspeed

Embrace last minute changes in direction and unexpected changes in operational plan

Maintain confidential information obtained from Director of Sales/Sales Team

Daily Responsibilities

• Creating BEOs or Queries as needed
• Preparing weekly BEO runs and distributing them via email to appropriate hotel staff
• Creating Invoices / Banquet Checks for Clients as needed
• Lead assignments per the Director of Sales or Sales Market Segment
• Credit Bonvoy points as needed
• Route Amenities as needed using Amenity form
• Create Reservation Links as needed
• Update Whiteboard with latest group productivity or per the Director of Sales
• Responsible for Turnover of Definite contracts – creating group file, double checking CI matches Lightspeed, tracing self for cutoff date, room list due date, final guarantees, introducing self as Group and Sales Coordinator here to assist XXX Manager
• Projects as needed from Director of Sales, and Sales Managers
• Ensure all emails and calls are answered within the day – never leave without responding to a client or Sales Staff
• Entering STR Report Data
  
  

Managing Group Blocks

• Entering Group rooms blocks; make sure Lightspeed matches CI
• Building Group Masters
• Entering Group Rooming lists – reaching out to remind clients when they are due
• Preparing special billing and coding of VIP's
• Entering rooming list changes and billing changes
• Complete blocking of room requests
• Communicating with Sales Managers and front desk on status of group information (i.e. create folder for each group for tracking and information)
• Change and cancel reservations as guest requests. When canceling a reservation with deposit, ensure proper coding in reservation is done to advise on status of deposit
• Review no shows from previous night
  
  

Requirements

Equal Opportunity Employer:

Dreamscape Hospitality is proud to be an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all associates. We do not discriminate based on race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or age.

Disclaimer

This job description is not intended to be all-inclusive. The associate may perform other related duties as assigned by management. Dreamscape Hospitality reserves the right to revise job duties or responsibilities as business needs evolve.

Physical Requirements

• Must be able to stand, walk, or sit for extended periods of time throughout the shift.
• Comfortable performing repetitive tasks, including typing, phone use, and guest interactions.
• Ability to bend, reach, and stoop as necessary in a front desk environment.
• Must maintain a professional and composed demeanor while on duty.