Oberlin - Sales Coordinator

Reports To: Director of Sales

FLSA Status: Non-Exempt

Position Summary

The Sales Coordinator is responsible for administrative support and client service coordination for the sales department and for development, solicitation, and maintenance of accounts as determined by the Director of Sales. This position will also be responsible for event/meeting organization, including event orders and meeting/banquet space set-up and operations.

Responsibilities

Guest Service

• Projects a professional image of the hotel (dress, appearance, hygiene, etc.)
• Has a friendly, personable style with guests. Anticipates customer needs before they ask.
• Responds promptly and follows through on guest concerns in an effective and friendly manner
• Maintains professionalism with regard to written correspondence and telephone etiquette for self and sales department
• Demonstrates knowledge and capability on all company shopping and telemonitoring programs

Technical Knowledge

• Conducts direct selling activities in accordance with assigned sales activity and room night production goals
• Demonstrates effective telemarketing
• Skilled in making sales calls. Can properly qualify a prospect, determine demand potential, present features/benefits that match prospect needs, and gain "next step" commitment or "closing."
• Educated about local area including special attractions, competing hotel facilities, restaurants, etc.
• Knowledgeable about hotel facilities including guest room and function room size and occupancy limits. Effectively communicates hotel products to guests.
• Aware of hotel meeting room capabilities, catering options, and audio/visual (for specific hotels). Educated about local meeting facilities and refers guests when appropriate.
• Knowledgeable of reservation procedures, including group blocks, central reservations system, property management system, etc.
• Ability to assist and backup front desk, including checking a guest in or out of the hotel
• Knowledgeable about billing and credit policies and procedures
• Processes incoming and outgoing mail and other correspondence, prepares sales kits and presentation folders
• Compiles weekly and monthly reports as required by the Director of Sales

Sales Operation

• Prepares sales contracts and proposals, maintains accurate sales files, prepares and distributes correspondence to clients within hotel staff, and maintains trace system
• Coordinates rooming lists with the front desk team members
• Knowledgeable of and responsible for follow through on all policies including deposit requirements, cut-off dates, comp rooms, meal guarantees, public space policy, room rates, etc.
• Ensures that the hotel maintains appropriate inventory levels of collateral materials and promotional supplies
• Conducts both scheduled and unscheduled site inspections
• Performs telemarketing calls as assigned
• Conducts effective sales calls in accordance with assigned direct solicitation goals
• Monitors and maintains meeting room schedule of events
• Attends all scheduled BEO meetings and post conference meetings as needed
• Effectively communicates with a team to perform all duties associated with contracts for meetings, events, conferences, and dinners; including, but not limited to, set-up, serving, break-down, and cleaning.
• Ensures all set-ups of events are as outlined on event order
• Communicates and obtains authorization by the decision maker listed on the BEO or by the Director of Sales for any deviation to an event order
• Ensures all equipment needed to execute a meeting or event is available; including, but not limited to, AV, linen, office supplies, meeting supplies, etc. as outlined on the event order
• Ensures group rooms control log and the meeting room/function book are current and effectively utilized.

Marketing/Business Planning

• Contributes to the achievement of department objectives as communicated by the Director of Sales/General Manager
• Compiles all weekly and monthly reports accurately and in a timely manner
• Effectively conducts market research, market segment tracking, and competition analysis as directed by the Director of Sales/General Manager
• Contributes to the creation and implementation of the 30-60-90 day action plans

Community Relations

• Maintains communication with competitive hotels, Convention & Visitors Bureaus, and Chamber of Commerce as directed by the Direct of Sales.
• Participates in community activities, employee activities, and guest events as directed by the Director of Sales

Human Resources Management

• Treats peers and supervisors with respect and maintains a positive work environment. Supports and promotes teamwork and sets a positive example
• Continually supports and promotes Quality Hospitality's Core Ideology, history, culture, and growth
• Participates in relevant orientation programs, service skills training, telemarketing courses, etc. Takes responsibility for own training and career development.
• Attends and actively contributes in weekly sales meetings

Inter-Departmental Relations

• Coordinates and maintains effective relations with other departments in the hotel to promote excellent guest service
• Aware of every departments' roles and responsibilities. Coordinates with other departments on joint tasks as they relate to sales, particularly the front office.

Requirements

• Prior sales and/or administrative experience is preferred
• Prior hospitality experience is a plus
• Prior event/meeting/conference experience is a plus
• Strong initiative and work ethic
• Strong multitasking and organizational skills
• Punctual, reliable, and regular attendance
• Strong attention to detail
• Customer-service oriented
• Ability to work in a fast-paced environment
• Excellent communication skills - both verbal and written
• Excellent interpersonal skills
• Excellent time and project management skills
• Must be able to lift and carry up to 25lbs. Must be able to stand, sit, stoop, bend, twist, and reach frequently.