Sales & Reservations Coodinator

Quirk Hotel is seeking a dynamic, service-oriented Sales & Reservations Coordinator to join our team! SHG is an organization whose success is rooted in its service culture. Our mission is to exude hospitality, be respectful and authentic, prioritize the needs of our internal and external stakeholders above our own, and continuously strive to make a positive impact in all we do. We are passionate hoteliers eager to add like-minded people to our rapidly growing team!

Sales & Reservations Coordinator

The Sales Coordinator is the first point of contact for the Sales & Events department at Quirk Hotel Richmond. The coordinator is an individual with exceptional guest service and is enthusiastic about assisting guests. This position requires a commitment to genuine hospitality and the willingness to be an active part of the sales team at a small, boutique hotel. This position will assist the sales team by performing clerical and administrative functions to ensure a smooth operation of the Sales & Events department.

Essential Duties & Responsibilities

Group & Event Associated Responsibilities

• Promptly follows-up with all client inquires in an efficient and service driven vision. Assigns inbound leads to the appropriate sales person based on deployment in Tripleseat. Follows up with clients when leads are vague to make the process go more expeditiously.
• Assists the Event Planning Manager by

o Preparing Banquet Event Orders and Group Resumes for the weekly BEO/Events meeting.

o Creates all event master folios for all BANQUET & CATERING events within the 18-day packet in conjunction with the Event Planning Manager.

o Charges the credit card for the initial deposit and posts it in Triple Seat

o Maintaining the Payments Due Log

• Handles Rooms-only group reservations once the contract has been executed.

o Manages the group reservation process by either uploading a rooming list or handling individual reservation requests from guests.

o Runs room list report from the PMS for groups a couple days prior to their cutoff date and provides a print out to them.

• Assists the Director of Sales in the coordination of marketing Influencer and travel agency visits.

o Includes making and confirming reservations, setting amenity traces, welcome notes, and distributing VIP sheets for communication with the team.

• Issues Gift certificates that the hotel offers as a sponsorship or donation and manages the redemption in coordination with the Director of Sales.
• Assists the Director of Sales by making reservations for transient clients that require special billing such as VCU.

o Sends confirmation along with proforma invoice, secures the purchase order prior to the guest's stay

o Bills VCU within 7 days of departure.

o Monitors the Purchase order tracker to ensure that this process is maintained and that payments are coming in.

o When payments are past 30 days from billing date, reaches out for the initial collection copying the accounting manager

Administrative Responsibilities

• Maintains organization of office files and entries in the Tripleseat system on a daily basis.
• Participate in reaching required sales department quotas, goals, and future development of client leads (i.e. research).
• Assist with the planning of sales calls and on-site events as needed.
• Each Friday sends 18-Day packet needs to the DOS & Sales Manager in coordination with the Event Planning Manager (i.e. resume details, menus, etc.)
• Coordinates the Amenity Spreadsheet so it is ready for distribution with the 18-day packet
• Distributes the 18-day packet each week as well as any updates within the period.
• Manage and maintain Tripleseat client information and reports accurately.
• Performs other functions as required and directed.

What's in it for you? When you join SHG you'll be part of a team committed to an inclusive, employee-focused workplace that is invested in your development. We want you to feel engaged, empowered, and excited to grow with us. After all, we believe our greatest and most valuable asset is our people! SHG provides a rewarding, fun and flexible work environment, exciting perks, an atmosphere designed to encourage and promote career growth within the company and a robust benefit package including, but not limited to:

Work Today, Get Paid today, with Daily Pay!

Free Telemedicine and Virtual Mental Health care access for All Associates starting day one!

Multiple Health Insurance and Life Insurance options

401k Plan + Company Match

Paid Parental Leave

Paid Time Off

Holiday Pay

Pet Insurance

Employee Assistance Program

Schulte Savings Marketplace Discounts on event tickets, electronics, gym memberships + more!

Our Company: Schulte Hospitality Group is a division of Schulte Companies, a leading third-party management company with deep, multi-generational experience in all facets of the hospitality industry. We are a diverse team of innovative hoteliers and restauranteurs operating more than 200 locations across 38 states and 3 countries. Our portfolio includes a wide array of reputable brands like Marriott, Hilton, IHG and Hyatt as well as many unique, independent, boutique and lifestyle properties and restaurants.

JOB DUTIES AND RESPONSIBILITIES

• Assists with identifying and soliciting new accounts  Assists with maintaining existing accounts
• Assists with achieving monthly revenue booking goals
• Assists with completing daily/weekly/monthly reports
• Receives and responds to requests for information and inquiries by responding directly to the customer or routing calls to the appropriate team member
• Composes and distributes routing correspondence, reports or contracts (to include BEOs, Sales Contracts, PACE Reports, Statistical Reports) based upon organizational practice, policies, and at the direction of the Director of Sales or GM
• Ensures all documents are completed accurately and on time and maintains sales records and filing system
• Reserves conference space and books blocks of rooms for guests
• Assists with set up, maintaining, and clearing of banquet space before and after events
• Administers group and meeting/banquet events including greeting all groups, creating and placing welcome amenities in rooms, finalizing items with the group at check in/out
• Follows up with past clients to ensure guest satisfaction
• Coordinates with customers on due dates for rooming lists, cut off dates, BEOs, contracts, etc. to ensure that all deadlines are met
• Responds to all guest inquiries and third party meeting leads in a timely fashion
• Details banquet event orders and distributes to staff
• Creates and maintains group blocks and catering/banquet events in the property PMS systems
• Conducts inspections of guest and meeting rooms, banquet facilities to ensure they meet customer expectations
• Works closely with front desk to ensure accuracy of reservations, groups, events
• Works client-related special events
• Abides by Prime Time Selling hours
• Perform various other duties as assigned to meet business objectives

EDUCATION AND EXPERIENCE

• Minimum of High School education, post-high school education preferred
• Minimum of one (1) year in hotel or conference Catering/Sales Assistant role

KNOWLEDGE, SKILLS AND ABILITIES

• Understands cross team functions and ability to manage processes
• Strong project management skills
• Strong problem-solving ability, including metrics-driven and strategic thinking
• Work effectively in a fast-paced environment and consistently demonstrate a high level of organizational skills
• Ability to communicate effectively verbally and in writing
• The hiring process may consist of a phone interview, manager(s) interview, drug screen, background check, reference checks, and potential employment assessment. This job description is only intended to provide a general description of the benefits and compensation applicable to this position. Paid Time Off (PTO) is available for eligible associates in accordance with the Company's Paid Time Off policy. Specific compensation and benefit details will be discussed during the interview process.
• Schulte Hospitality Group is an Equal Opportunity Employer.