OVERVIEW:
The sales coordinator performs general office duties to support the Sales & Marketing team, including filing, sending emails, typing, entering data, copying, scanning, and maintaining customer and company profiles. The coordinator assists the team in achieving hotel revenue goals by ensuring that business is turned over in a timely fashion. They would be responsible for providing high-level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data, resolving guest issues, and performing clerical functions.
This important role acts as the central point of contact for external and internal clients of the Sales department. This person is the communication hub for the Sales team.
RESPONSIBILITIES:
- Answer all incoming calls and emails promptly in an attentive, courteous, and efficient manner.
- Serves as the point of contact for clients and communicates with them by phone and email to respond to questions and requests about hotel services, facilities, and hours of operation.
- Co-ordinates internally with the sales and marketing team and redirects new group inquiries to the appropriate Sales or Catering team member.
- Generates reports, collect details, coordinates with clients and suppliers, and prepares sales-related documents throughout the sales process (proposal, contracts)
- Enter new group bookings and individual reservations in the system.
- Load and manage rooming lists.
- Maintain availability calendar and communicate all relevant information to the operations staff.
- Handle all special reservations, including V.I.P. reservations, packages, and discounts.
- Arrange and coordinate meetings, events, and any appointments.
- Records, transcribes and distributes minutes of meetings.
- Gather materials and assemble information packages (brochures, promotional materials, sales demo kit...)
- Performs hotel site tours with potential clients as required and in the absence of managers.
- Process travel agent checks and commissions, if required at the property.
- Communicate availability and blackout dates to wholesalers.
- Ensures clear and concise communication within the Sales team and with the rest of the hotel team.
- File reservations and group contracts.
- Conducts research and collects data to prepare reports and documents to assist the Sales team.
- Ensures all documents produced by the Sales department (ie contracts, rooming lists, proposals) are completed accurately and on time.
- Ensures the adequacy of sales-related equipment and maintains the inventory of collateral and marketing materials.
- Assist the Marketing team in social media planning, posts, and maintaining accurate information on all marketing platforms.
- Other duties as assigned by the Director of Sales & Marketing or the management.
Job Types: Full-time, Part-time, Permanent
Benefits:
- Dental care
- Discounted or free food
- Extended health care
Work Location: In person
