Sales Coordinator - Holiday Inn Express Gulf Shores

Primary Objective of Position

Assist the sales effort by providing support in all specified functions along with securing new accounts,

maintaining existing accounts and executing sales and marketing strategies to maximize the profitability

of the hotel while maintaining customer satisfaction.

Essential Functions:

• Provide support to the sales team in executing contracts, proposals, and correspondence
• Assist as needed with hotel and sales related functions, meetings, and blitzes.
• Prepare and send out direct mail projects, sales packets and collateral
• Provide assistance to the Director of Sales and Marketing
• Effectively communicate and coordinate the guest’s request with other departments
• Oversee office equipment maintenance
• Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events
• Type Banquet Event Orders (BEO’s), route event orders to proper departments
• Set up new files as needed
• Responsible for spelling accuracy and professional appearance of correspondence
• May be asked to produce weekly productivity reports for sales meeting
• May be asked to take accurate minutes of all sales meetings

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• Aid group leaders when necessary
• Perform other duties as assigned
• Solicit group business within different market segments via tele-prospecting and outside sales calls
• Maintenance of accounts with existing contacts to maintain rapport and develop future business.
• Attendance of networking events. Develop and maintain good relationships with officials and representatives of local community groups, companies and trade organizations, and attend local and out of town meetings and conventions in order to generate sales for the hotel.
• Conducts site tours
• Upkeep of customer database via Hotel Sales Pro
• Assist in developing and managing the departmental budget and monitor sales activity to ensure that contracts and proposals go out in a timely matter. Effectively communication to all hotel departments regarding group schedules and details pertinent to the effective management of group operations.
• Regularly work “files” for past and potential groups to generate repeat business for the hotel.
• Keep trace system up-to-date and in order.
• Contracts and follow up with customers
• Answer and Respond to incoming telephone calls
• Responsible for managing all meeting room reservations and coordinating details with other departments including group agreements and set-up of meeting room.
• Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events.
• Attend sales meetings and hotel staff meeting to facilitate good communication and to discuss VIPs and incoming business in detail.
• Generate reports as required to measure business generated by the sales department.
• Perform other duties as assigned by the Director of Sales and Marketing/Revenue Management.

Supportive Functions:

In addition to performance of the essential functions, this position may be required to perform a

combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the requirements of the hotel:

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• Take responsibility for the implementation of sales plans. Monitor plans’ effectiveness and introduce changes in response to the marketplace, including setting targets, planning and scheduling work and performance indicators that are typically productivity and efficiency measures.
• Work in conjunction with accounting to maintain and minimize levels of account receivables.
• Coordinate activities with other hotel departments in order to facilitate increased levels of communication and guest satisfaction.
• Coordinate efforts with Rooms Division in the weekly maintenance of room inventory status so as to achieve optimal levels of revenues while maintaining high levels of guest expectations.
• Develop promotional programs, point of sales materials, sales blitzes, etc.
• Report on a regular basis to the DOS/Revenue on actual room numbers against budget and profit projections. Analyze variances and monitor the impact of initiatives and corrective actions.
• Take every opportunity to amaze the guests
• Ensures all guests are being treated in an efficient and courteous manner and that all Company standards are being applied.

Teamwork Skills:

• Be an enthusiastic, helpful and positive member of the team
• Be professional, responsible and mature in conduct and behavior
• Be understanding of, encouraging to and friendly with all co-workers
• Be self-motivated and use time wisely
• Maintain open line of communications with each department
• Communicate pertinent information
• Respond positively to new ideas
• Openly accept critical/developmental feedback
• Report to work on time
• Give adequate notice if going to miss work
• Be available to work a flexible schedule to include weekends and holidays
• Maintain effective communication through the use of meetings, log books and bulletins
• Be available to help other departments in emergency situations
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the associate handbook.

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Specific Job Knowledge, Skills and Abilities

The individual must possess the following knowledge, skills and abilities and be able to explain and

demonstrate that he or she can perform the essential functions of the job, with or without reasonable

accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Most tasks are performed in a team environment with the employee acting as a team leader.
• There is minimal direct supervision
• Must possess basic computational ability.
• Must possess basic computer skills.
• Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.
• Extensive knowledge of the hotel, its services and facilities.
• Working knowledge of federal, state and local laws governing equal employment opportunity and civil rights, occupational safety and health, wage and hour issues, and labor relations, including, but not limited to the following statutes and their comparable state and local laws (where applicable): Title VII, Equal Pay Act, Pregnancy Discrimination Act, FLSA, ADA, OSHA, FMLA, NLRA

Physical Demands

• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Position requires outside sales calls, driving to and from business contacts, walking, sitting, standing for various length of time.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 lbs occasionally.

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• Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment including computers, FAX machines, copiers, printers and calculators. Must be able to type 50 wpm.

Job Requirements:

• Previous sales experience
• Proficient in Microsoft Word, Office, Excel and PowerPoint
• Well organized and detail oriented
• Ability to work independently
• Display initiative, perseverance and analytical skills
• Effective communication
• Professional and ethical
• Excellent customer service skills
• Quick learner and hard worker
• Team player and ability to get along with others
• Available to meet guests which may include weekends
• Ability to read, write and speak English, with excellent grammar and communication skills (written and verbal)
• Driver’s License and clean MVR

Accountable To: Sales Director/General Managers