Sales Coordinator

Rosewood Washington, D.C. is looking for a Sales Coordinator to join our team! Nestled in the heart of historic Georgetown, our property blends timeless elegance with modern luxury, and our passionate team is committed to delivering intuitive, heartfelt service that reflects the spirit of Relationship Hospitality.

Hourly Rate: $27.00

OVERVIEW/BASIC FUNCTION:

Responsible for the coordination and smooth running of all aspects and functions of the Sales & Marketing Department in accordance with Rosewood standards. Acts as the lead communication touch point for both internal and external customers. Acts as a support function for Director of Sales and Sales Managers. This position administratively supports all functions of the Sales Department including coordination of all aspects and functions related to rooms reservations and programs booked in accordance with and to Rosewood standards.

RESPONSIBILITIES:

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
• Maintain complete knowledge of hotel operations and rooms.
• Understand all packages/ promotions/ availability and partnerships.
• Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
• Be able to conduct site tours of the property and townhouses.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly environment.
• Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc.
• Answer all sales and catering telephone inquiries in a pleasant, courteous, and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.
• Maintain complete knowledge of clients’ requirements for in-house groups.
• Monitor and handle guest complaints and ensure guest satisfaction.
• Work with other departments, Sales, Finance and Operations to ensure successful handling of group and event business and timely collection of bills.
• Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint
• Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis.
• Process all purchase orders and special requests.
• Use Salesforce (Delphi DFC) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses, as necessary.
• Ensure that all entries in Salesforce (Delphi DFC) are accurate including setting up a file trace system for each booking.
• Weekly update GRC for scheduled meeting.
• Run resume and pre-con meetings with clients and hotel in conjunction with Operations and Sales Managers as required.

Events Tasks:

• Build and maintain Events and Groups in SFDC and Opera - load notes and traces into PMS for all group guests.
• Regular review of SFDC events to ensure prospect events are up to date
• Retrieve and organize BEOs according to departmental standards; make note of changes as received from Catering and post function sheets for the next 7 days.
• Prepare BEOs and distribute to F&B team
• Meet event hosts prior to function, make introduction and ensure that all arrangements are agreeable.
• Communicate all last-minute changes, additions, and cancellations of events to hotel.
• Provide prompt, courteous, and efficient handling of all requests for events and information.
• Issue weekly 30-day future catering reports
• Conduct weekly BEO meetings with F&B Team, MD, and Front Office
• Obtain and track all advance deposits and payments accurately.
• Month-end reports tracking.
• Requisition linens/skirting and other items required for the event based on communication from F&B team
• All other duties as required.

*This list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.

QUALIFICATIONS:

• Experience: Preferred 1-2 years’ operational or administrative experience for a luxury or ultra-luxury hotel/resort.  Preferred work experience to be in the Sales, Marketing, Reservations, Catering.
• Education: High school diploma or equivalent education required. Bachelor’s Degree or an equivalent degree in Hotel Management preferred.
• General Skills:    Must be able to perform job functions with attention to detail, speed, and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.
• Technical Skills: Advanced math skills; ability to produce complex reports using room data and Microsoft Excel. Knowledge of accommodating room capacities; knowledge of all styles of room set-ups, standard equipment involved and proper handling of such; knowledge of organizing set-up requirements from information on Resumes and  BEOs; knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces; familiarity with cost controls; ability to ascertain departmental training needs and provide such training; ability to direct performance of staff and follow up with corrections when needed.
• Language: Required to speak, read, and write English, with fluency in other languages preferred.
• Physical Requirements: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.
• Systems Knowledge: Previous Opera and Salesforce (Delphi DFC) systems experience is preferred. Proficient with Windows Office, Excel, Outlook, Powerpoint, Publisher. Ability to trouble shoot reservations and systems issues.
• Schedule: Flexible availability is required for this position to include days, evenings, weekends, and holidays.
• Licenses & Certifications: None required.

COMPETITIVE BENEFITS: 

• Medical, Dental, Vision Benefits from United Healthcare
• Competitive Pay Rates
• 401k Plan and after 1 year up to 3% Match
• Paid Time Off (Vacation, Holidays, Sick and more)
• Complimentary Room Nights- up to 12 per year
• Restaurant Discount- 50% off F&B
• Complimentary Meal during your shift
• Life Insurance and AD&D
• Complimentary Short-Term Disability
• Long-Term Disability
• Pre-tax commuter benefits
• Flexible schedules
• Tuition Reimbursement up to $500 per year after 1 year of service
• A clear career pathway - career advancement opportunities