Arlo Hotels an independent lifestyle hotel is now actively seeking a dynamic Sales Coordinator.This position is responsible for assisting and supporting the Director of Sales and Sales Manager(s) in daily sales operations in the sales and events department capacity.Responsibilities and AuthoritiesEnsures all inquiries are entered properly into the inquiry form and Opera as requested. Qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.Provide clients with detailed information regarding the hotel, its facilities, and surrounding areas. Reply to inquiries the same day.Ensures prompt issuance of proposals, corporate/group/wholesale rate agreement and collateral requests given by DOSAssists Director of Sales with booking room reservations and groups by following up on booking procedures i.e. getting history, requesting deposits, credit/direct billing applications, credit card authorization forms etc. and follow up on group's success while on site and after event for re-booking purposes (within hotel policy)Tracks monthly production of corporate/consortia accountsActs as key administrator on Lanyon for corporate/consortia RFPs. During RFP season, Lanyon must be checked twice daily, all incoming RFPs must be submitted on time.Acts as key administrator on Starcite, Cvent, Hotelplanner for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours.Conducts site inspections with clients as needed.Prepares and distributes group resumes and BEO'sAssists Events department with logging leads and sending out the events/activation calendar on a weekly basisMonitor room release dates for group blocks by running 'Blocks by cutoff date' report daily. Reviewing room' pick up/drop off on a daily basis.Meets and greets clients in a professional and hospitable manner. Being the first face for the sales and catering department for incoming calls and visitors. Also acts as liaison between Sales Director and clientsAttends sales meetings and any other meetings as required, takes minutes for meetings as requestedFiles a variety of materials and updates the sales activity trace system. Ensures a properly organized work environmentPrepares special requests and amenities as required for VIP guests and group arrivalsReplenish sales kit supplies office supply for the sales and catering team as neededAssists in the preparation of in-house sales promotions, receptions and client functionsEnsure sales share drive has all relevant and up to date files. Organizes and updates Opera accounts and contactsAttends client/association/company events as requiredActively upsells each request to maximum profitability and salesAssists in the handling of telephone and walk-in inquiriesConsults with Accounting, Front Desk, and F&B Department on billing procedures as requiredDistributes group resume to all departments, ensure file turnover checklist is completed prior to handing definite files overMaintains and updates the directory listingsFollows-up on bookings and obtains additional information to complete the sales filesMaintains and updates the Opera databaseExpedites direct mail pieces and progressIndividual and Group ReservationsMaking individual and group reservations; add special requests and notes as necessary.Send intro letter to meeting planner requesting rooming list, VIP details, rooming list, and billing forms for all definite groupsInput group rooming lists and provide group reservation confirmations to meeting plannerAdminister group rooming list guestroom changes and cancelationsIdentify Group VIP's, upgrade to next room type as necessaryAscertain VIP client requirements/needs and ensure they are communicated to the operating departmentsEnsure for individual and group reservations hotel guarantee, deposit, and cancelation policies are adhered toEnsure credit card authorization forms and photocopy of front and back of credit card is obtained prior to guest's arrival to set up direct billingAccount ServicesProvides clients with a level of service that meets or exceeds their expectationsAssists Director of Sales and Sales Managers in maintaining strong relationship with key accountsMaintains an updated file of potential and existing clients with detailed information profile about their potential and productionAssists Director of Sales in preparing and submitting production reports, activity reports, sales trip & expense reports, action plans, and other reports as necessary in a timely mannerParticipates in trade shows and blitzes as requiredInitiates mailings to obtain better market saturationStays current on competition and market placeConducts competitive price shopping to ensure hotel is appropriately price for all season in specific market segmentProblem SolvingResponds to customer complaints, giving out information and resolving problems. Involves Director of Sales, Assistant General Manager, and General Manager as necessaryAssists in the preparation of weekly activities and sales call plans outlining activities, proposals and business overall as necessaryAssist with preparation of profit plan, rate plan, forecasting, budgeting and any other reports as required by ManagementPhotocopies and distributes a variety of materials such as incoming and outgoing mail. Sends facsimile and email messagesEnsures Opera is supportedAssist with and facilitates sale policies and procedures, development, enhancing and implementing thereofFollows up on rooming lists, function details and deposits as requiredTypes, faxes and distributes a variety of documents such as sales contracts, event orders, proposals and letters and any other types of correspondence required. Distributes sales and statistical booking productivity reports, booking and contracts to the appropriate departmentsEnters, edits and cancels bookings in computer as requiredMaintains an updated file of clients and prospectsRecords and logs inquiriesEnsures continuous inventory of collateral of brochures and other materials for distribution/mailings to guests, tradeshows, walk-insUpdates and maintains mailing listsCompletes purchase orders for any purchase requestsComplies with hotel policies and proceduresAct as key Operator for Opera, including follow up and resolving any sales and catering issues.RequirementsEducationExperience in and administrative office environment.College or university degree.KnowledgeKnowledge of general hotel operations.Knowledge of general administrative duties.Skills and QualificationsKnowledge of Tripleseat or similar event management software.Proficient in Opera Cloud, Salesforce and MicrosStrong organizational skills with attention to detail.Ability to handle multiple tasks and work under pressure.Excellent communication and interpersonal skills.Experience with event coordination, catering, or hospitality is preferred.Ability to problem-solve and adapt to changing circumstances.Ability to juggle multiple group bookings and events simultaneously, ensuring all details are managed efficiently and effectively.Salary Range $29- $31/ hour#J-18808-Ljbffr