Job Description
**Job Overview**
We are seeking a friendly and organized Sales Coordinator to support our dynamic sales team. In this role, you will provide essential administrative assistance, facilitate communication with clients and various departments, and help coordinate office operations. This is a fantastic opportunity to engage with a variety of stakeholders and contribute to exciting projects, all while laying the groundwork for a rewarding career in the hospitality industry.
**Key Responsibilities**
**Primary Responsibilities:**
- Offer telephone and message support for the sales team when sales leaders are engaged with clients or unavailable.
- Respond to general sales inquiries via email and direct requests to the appropriate sales leader.
- Qualify initial inbound inquiries for group bookings, catering, and business travel clients.
- Manage office supply inventory, prepare and submit purchase orders, and coordinate with vendors for materials and collateral.
- Organize logistics for business trips, including flight research, ground transportation, hotel reservations, catering orders, and client appreciation details.
- Prepare expense reports for sales leaders.
- Communicate details of client property tours to various hotel departments, ensuring all components are ready in advance.
- Showcase the property to prospective clients when sales leaders are traveling.
- Gather pre-arrival information from travel specialists, corporate planners, and individual sales clients on behalf of their clients.
- Enter guest information and preferences into the Opera system, including VIP amenities and traces, and liaise with the Hotel Reservations team to confirm arrangements.
- Submit online responses to group and catering inquiries through various venue sourcing platforms (e.g., Cvent).
- Input sales inquiries into the CRM system (Delphi), block guest rooms and meeting/event spaces as needed, and maintain an up-to-date client database.
- Prepare proposals, contracts, and addendums for sales leaders.
- Compile and distribute daily, weekly, and monthly reports.
- Create gift certificates as needed.
- Respond to requests from internal and external stakeholders.
- Proactively communicate with other departments regarding important client requests, updates, and time-sensitive information.
- Collaborate with the accounting team to process invoices accurately and in a timely manner.
- Produce event signage for the catering team.
- Represent the department and hotel at client functions and events as needed.
- Provide additional administrative support as required.
This job description outlines the essential functions of the position but is not exhaustive of all tasks that may be assigned.
**Qualifications**
**Experience, Education, and Certifications:**
- A minimum of 1 year of experience in an administrative role, preferably in a hotel environment or similar setting.
- Experience with a luxury lifestyle brand is a plus.
**Skills:**
- Excellent written and verbal communication skills.
- Proficient in software applications, particularly Microsoft Office (Word, Excel, PowerPoint) and web-based applications like Google Docs and WeTransfer.
- Strong organizational skills with the ability to manage multiple tasks simultaneously based on priority and deadlines.
- Discretion in handling confidential information.
- Ability to understand and communicate complex ideas using technical or professional language.
- Capable of effectively presenting information in one-on-one and small group settings to clients and colleagues.
- Basic numerical skills for performing operations such as counting, adding, and subtracting.
- Strong interpersonal skills to effectively engage with internal and external customers, demonstrating patience, tact, and diplomacy.
- Fluency in English is required; additional languages are preferred.
**Physical Demands:**
- Ability to move throughout the workplace (standing, walking, kneeling, bending) for extended periods.
- Capability to perform repetitive movements with arms, hands, and wrists.
- Ability to communicate verbally and perceive sounds.
- Visual acuity to obtain impressions and details.
- Manual dexterity and hand-eye coordination, with the ability to work with hands above shoulder level.
- Ability to occasionally lift, push, pull, balance, or carry objects weighing up to 10 pounds (5 kilograms).
- Tolerance for exposure to varying temperatures, chemicals, and a noisy environment.
We look forward to welcoming a new member to our team who is eager to contribute to our success and grow within the hospitality industry!
Employment Type: Full-Time
Salary: $ 20.00 29.00 Per Hour
Job Tags
Hourly pay, Full time,