Sales Coordinator

Why We're Here

We believe heartfelt, human connections make people's lives better. Especially the people who work here.

Our founder, Bill Kimpton rebelled against impersonal, generic hospitality that makes people feel disconnected. He initiated a new boutique hotel standard and environment where people could connect, from the heart. That was the goal then, and it is still our purpose today.

Your work here has meaning. You're here to improve the lives of coworkers, guests, owners, and communities, and together we make that happen. It's what drives all that we do. Every day you can improve lives in your own unique way and you can expect the same in return. It all starts with you.

How We're Different

Our San Francisco-born entrepreneurial spirit and zest for life kick started this culture in 1981, and it shines through to this day.

It all flows from you. The lively, rebellious, genuine you-with your diverse background, talents, experiences, and plucky personality-is fully welcome and celebrated here. Because we know that when people can be themselves at work, they shine.

That's what we seek out and celebrate: people of all kinds who share a knack for creativity and self-leadership. People who don't need to be told what to do to get things done. People who have an innate passion for making others' lives better.

It adds up to a work environment that's a bit quirky, irreverent, exciting, uncommon, empowering, and downright exceptional. Guests feel it; you'll feel it too.

What You'll Do

You're a self-motivated and ambitious individual with an interest in sales, as well as outstanding organization, communication, computer, and property systems management skills. You value great customer service and have a genuine approach to hospitality. In your role as Sales & Marketing Coordinator, you're the beating heart of the Sales & Marketing team. You'll support the department by being the first stop for all inbound group and catering inquiries, helping high-value clients and partners, performing administrative and clerical functions, and coordinating projects and tasks to ultimately drive group, tour, consortia, and corporate transient business for Kimpton Armory Hotel Bozeman.

Key Responsibilities Include:

• Acting as lead catcher for all inbound meeting and event inquiries; promptly qualifying business; accurately building inquiries and bookings in the CRM system; and distributing leads to the appropriate sales team member in accordance with SOPs.
• Coordinating travel agent and local account bookings, special requests, follow-up, and commission inquiries; facilitating VIP arrangements, including guest room and restaurant reservations, amenities, and pre-checking guest rooms as needed.
• Inputting group reservations and rooming lists into the hotel PMS system, ensuring the accuracy of reservation details.
• Supporting departmental financial processes, including purchase orders, supplier setup, invoice processing, commission tracking and payment, expense accruals, and maintenance of the department checkbook.
• Providing general administrative support; fielding and following up on incoming calls and emails; screening and fulfilling donation requests; maintaining supplies.
• Supporting hotel marketing and programming & activations efforts, including coordination and execution of related initiatives as needed.
• Maintaining and organizing sales collateral, presentations, menus, fact sheets, digital assets, and other resources, ensuring materials are accurate and current.
• Producing and distributing recurring sales reports; sending planner surveys and distributing results; compiling data and reports as needed for incentive tracking, presentations, meetings, and other business needs.
• Coordinating and supporting site tours, media/influencer visits, tradeshows and travel, sales blitzes, client entertainment, and other department events and initiatives.
• Supporting the sales team as needed throughout the sales process, including assisting with proposals, contracts, client correspondence, account research, prospecting efforts, and other sales-related administrative needs.
• Demonstrating ownership of assigned responsibilities by proactively managing competing priorities and deadlines; anticipating needs and identifying challenges and opportunities; consistently communicating progress to leadership and seeking guidance when appropriate; ensuring work is completed accurately and on time.
• Completing special projects as assigned and performing additional duties as required.

What You Bring

• 1-2 years of experience in the hospitality industry.
• 4-year college degree or equivalent experience.
• Strong computer skills and proficiency in Microsoft Office suite.
• A positive attitude and exceptional guest service skills to support both internal and external customers.
• Well organized, detail oriented, and able to handle multiple projects and tasks concurrently with moderate supervision; must be self-motivated and disciplined, and able to prioritize effectively.
• Flexible, versatile and a fast learner, able to adapt quickly and maintain calm in a fast-paced and demanding environment.
• Comfortable working with internal and external guests, clients, media, partners, owners, and associates at all levels
• Must present a well-groomed appearance and professional manner; professional phone and email etiquette.
• Ability to speak, read and write English fluently, with strong oral and written communication skills and passion for creating truly personalized experiences for clients and guests.

Differences make a difference. We are committed to creating a culture that reflects the diversity of our hotel and restaurant guests. With that goal in mind, we encourage each of our employees to understand, accept, and celebrate differences among people. That includes different personalities, lifestyles, work styles, education, and experience. We also welcome and embrace people of all races, ethnicities, ages, religions, physical abilities, sexual orientation, gender identities and genders. For our complete EEO policy click here.

Be Yourself. Lead Yourself. Make it Count.