What are the responsibilities and job description for the Sales Coordinator position at Full House Resorts, Inc?
Job Details
Description
Sales & Administrative Support:
Description
Sales & Administrative Support:
- Answer incoming sales calls, take accurate messages, and route inquiries to the appropriate Sales Manager.
- Complete inquiry forms and distribute leads to the sales team in a timely manner.
- Monitor department voicemail/phone service messages and communicate follow-up items to the appropriate team member(s).
- Maintain departmental files and records for all group bookings (electronic and hard copy), including audit-ready contract files.
- Assist the sales team with correspondence, document preparation, internal communication, and general administrative support.
- Create, maintain and update Sales SOPs in coordination with the sales leadership team; ensure updates are reviewed/approved prior to posting or distribution.
- Support internal scheduling/office coverage by confirming team office times are reflected on calendars and sending reminders as needed.
- Prepare and process group contracts as directed by the sales team; ensure required approvals are obtained per protocol prior to sending.
- Scan and upload fully executed/countersigned contracts to the Sales & Catering system and attach to the corresponding booking record.
- Coordinate deposit processing and record deposits within Sales & Catering. Upload and update deposit documentation in the appropriate booking file.
- Send deposit receipts and confirmation documentation to clients and copy appropriate Sales Manager as directed.
- Handle sensitive payment documentation in accordance with company privacy and security requirements.
- Maintain group blocks within the property management system and/or Sales & Catering system as required.
- Ensure group blocks are built accurately (e.g., taxes, commissions, routing, and presets) and aligned with contract terms.
- Upload and maintain rooming lists for groups. Review for duplicates, errors, and discrepancies prior to arrival.
- Run final rooming lists prior to group arrival and distribute internally; place a hard copy in the group file when required.
- Monitor cut-off dates and block changes; escalate extension requests for approval when needed.
- Support post-event documentation by updating/actualizing guest room pickup within Sales & Catering.
- Assist with preparation of group arrival packets for the Front Desk (e.g., group resume, final rooming list, VIP list).
- Coordinate VIP and group amenity requests; complete amenity request forms and assemble amenity baskets when applicable.
- Support Conference Services and the Sales team with administrative event materials as needed (e.g., drink tickets, menus, signage coordination with Marketing).
- Serve as a responsive internal point of support to help ensure group-related requests are communicated and routed appropriately.
- Assist with processing final invoices and verifying group billing details for master accounts, and submit to Conference Services for final approval.
- Review master accounts for accuracy prior to client invoicing, including identifying potential guest room charges posted to the master.
- Support contract-based credits and adjustments (e.g., comp rooms) in coordination with Sales/Accounting prior to group departure when applicable.
- Support the sales team with documentation required for financial reconciliation and audit requests.
- Maintain organized booking files for audit and recordkeeping purposes; follow established filing/retention procedures.
- Prepare purchase orders and track invoices submitted for the Sales department per SOP.
- Order and manage office supplies for the Sales department.
- Support gift certificate creation and tracking, including maintaining logs/spreadsheets and assisting with controlled redemptions as directed.
- Assist with preparation for trade shows and sales events, including organizing and staging materials and supplies.
- Support periodic file archiving and office organization projects as assigned.
- Must obtain a Support Gaming License as directed.
- Strong organizational and administrative skills with excellent attention to detail.
- Ability to manage multiple priorities in a fast-paced environment and meet deadlines.
- Excellent written and verbal communication skills; professional phone etiquette.
- Demonstrate customer service skills and ability to handle sensitive information with discretion.
- 1–2 years of administrative, hospitality, or sales support experience preferred.