Sales Coordinator

Position Summary

Responsible for complementing the work being conducted by the sales department consisting of significant customer contact mostly on the phone, and also personal contact within the office. The role of the sales and group coordinator is to act as an ambassador for both the hotel and the Director of Sales and to assist in securing all business opportunities and driving revenues for the property. This position will also supplement the work conducted by the group sales department by assisting in the inputting of rooming lists and assigning room specifications. This position requires consistent adherence to policies and procedures of the department as outlined in the Biltmore Standard Operating Procedures (BSOP'S).

Responsibilities

• Answer the telephone internally and externally within three rings with a pleasant voice.
• Speak with customer in a professional, friendly demeanor, and qualify the needs of the business using the provided inquiry sheet.
• Ensure that the end department or manager answers the phone prior to the transfer. Brief the manager on the customer's needs.
• Delphi accounts and bookings need to be opened in a consistent fashion in an effort to maintain the integrity of the system and be able to use it to produce reports.
• All proposals need to be merged from the Delphi forms to maintain branding and consistency. Proposals must be sent within 24 hours from receipt of the request.
• All letter of agreements needs to be merged from the Delphi forms due to the legal standardized document and format.
• Follow up in a timely fashion prior to group's arrival for any pending items to ensure that operational items are up to date as well as no business opportunities are lost.
• Activities must be logged and traced for accurate reporting methods and to ensure that all business opportunities are captured.
• All power site forms need to be customized to the specific customer and piece of business and distributed (1-2 business days prior to the site inspection) via email to the resume group and operational departments. All forms need to have the same important information to provide awareness to the operational team and consistency for all site inspections.
• Process and distribute turnover packet to designated distribution for a Convention Manager to begin detailing of the group. This is the initial phase where the file is turned over to Convention Services for the group to be executed.
• Sales and Group Coordinator must adhere to set forth policies by the Biltmore as it relates to absenteeism and days off. The hotel provides 2 personal days and 5 vacation days after one year of employment.
• Responsible for complementing the work being conducted by the sales department. This will consist of significant customer contact mostly on the phone, but some personal contact will also take place.
• Knowledge of the sales contract.
• Send introduction letter to each meeting planner responsible for room coordination.
• Input rooming lists in a timely fashion adhering to group cutoffs.
• Release rooms not utilized by a specific group back into general inventory as soon as possible in order to resell guest rooms.
• Check all VIP arrivals for accuracy based on the group resume.
• Take reservation calls from customers and / or associates requesting on property assistance or any other calls pertaining to group room reservations.
• Attend resume meeting if necessary.

Requirements

Experience and Education Required

Education

Skills Required

Must be able to :

Physical Demands

Success Criteria

Licenses or Certifications

Standard Specifications

Requirements are representative of minimum levels of knowledge, skills and / or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. This job description reflects the job content at the time of writing and will be subject to periodic change in light of changing operational and environmental requirements. Such changes will be discussed with the job holder and the job description amended accordingly. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

Due to the nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel which may include overtime, weekends and holidays. The employee will carry out any other duties as are within the scope, spirit and purpose of the job as requested by the line manager or Head of Department / Division.

The employee will actively follow The Biltmore Hotel policies including Equal Opportunities policies and will maintain an awareness and observation of Fire and Health & Safety Regulations.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

Grooming

All employees must maintain a neat, clean and well-groomed appearance per Biltmore Hotel standards.