Sales Coordinator

The Sales Coordinator plays a key role in driving the hotel’s revenue efforts by supporting the Sales team in all phases of the sales cycle. This position facilitates ongoing communication between the hotel and clients, ensuring timely follow-up on pending leads, preparing high-impact materials, gathering feedback on proposals & contracts, providing status updates, maintaining accurate department records. and offering logistical support to help advance sales opportunities.

Responsibilities/Duties:

• Qualifies all incoming sales leads with appropriate information to turn over to sales manager to close business.
• Responsible for completing weekly/monthly reports such as Monday Reports, Schedule, Monthly Calendars performance tracking and Rate Report as well as Group Audits. Proactively checking accuracy prior to completion and sending reports.
• Input of all sales data, incoming sales leads and tasks data into sales portal for reporting purposes.
• Process all leads and responds to customer inquiries in a timely manner.
• Actively works hotel reports in order to solicit and target all in-house guests for referrals and leads.
• Responsible for following up on Reservation Due Dates for all groups.
• Responsible for sending Estimate of Charges to upcoming group contacts.
• Calculates Loyalty points for meeting planner and credits their account.
• Responsible for building all group business into all systems and ensures all systems match
• Responsible for inputting all reservations for groups requiring reservation needs
• Communicates effectively with Sales Manager, DOS, GM, and other staff to share relative information to ensure successful execution of all sales efforts.
• Coordination of contracted business forms between Sales Department and clients. Including but not limited to; Group Contracts, BEO’s, Banquet Checks, and Billing Forms.
• Works with contracted caterer to ensure all food and plating is presented to the hotel’s standards
• Ensures group needs, requests, and expectations are met based on pre-arrival communication.
• Acts as the main point of contact for all group arrivals and banquet events to ensure proper execution and guest satisfaction.
• Greets group contacts upon arrival and prepares any welcome letters or gifts as needed.
• Prepares and passes along all group and event information to all departments.
• Maintains group and meeting files and executes billing procedures.
• Ensures the proper set-up and preparation of all banquets and meetings.
• Attends all major functions to secure groups special requests during events and act as the hotels level of contact for groups.
• Works with contracted caterer to ensure all food and plating is presented to the hotel’s standards.
• Performs other duties as assigned.

• At least one year of previous administrative, hotel front desk, sales and events, or customer service experience.
• Strong written and verbal communications skills.
• Ability to communicate effectively and professionally with guests and other Team Members both in person and on the telephone.
• Strong follow-up skills required.
• Strong organizational skills with the ability to prioritize tasks and meet tight deadlines
• Strong computer skills, including Microsoft Office applications.
• Must be a strong team player with a hands-on attitude.
• Excellent time-management and organization skills required.
• Must be 100% guest oriented and focused on guest satisfaction.

• Strong understanding of customer and market dynamics and requirements.
• Must be able to work from onsite office for 8 or more hours a day, stand at the front desk interacting with clients for up to four (4) hours at a time, walk for site tours for up four (4) hours a day, and occasionally lift up to 20 pounds.

• Be able to represent the hotels and Oldham Goodwin Group with the highest level of integrity and professionalism, a service-focused approach, and a caring, sincere attitude at all times.