Resort Sales Coordinator

ENTERPRISE:                                   WE-KO-PA CASINO RESORT

JOB TITLE:                                       SALES COORDINATOR

DEPARTMENT NAME:                     RESORT ADMINISTRATION

REPORTS TO:                                  WCR DIRECTOR OF SALES

SALARY:                                           $18.00

POSITION STATUS:                         Regular Full-Time, FLSA NON-EXEMPT

HOURS PER WEEK:                        40

POSITION DESCRIPTION:          

Works under the supervision of the Director of Sales. Responsible for various administrative and support duties within the Sales Department, including but not limited to, maintaining office files, answering telephones, logging sales leads, processing sales files, assisting in the group reservation process, and handling mail. Manages group file distribution, tracks and processes group deposits for Resort and Fort McDowell Adventures and ensures the accuracy of contracted meeting spaces and room blocks. Assists with database maintenance, month-end reporting, and marketing projects while providing information and support to current and potential clients. Handles site inspections and tradeshow preparations and maintains sales kits and guest room control. Updates Cvent information and coordinates with all third-party lead sources for accuracy. Efficiently composes correspondence, prepares various reports, and exercises discretion in client interactions, ensuring the smooth operation of the Sales Department.

ESSENTIAL FUNCTIONS: 

Essential Duties may include tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and does not comprehensively list all functions and tasks performed by position in this class.

• Provide exceptional guest service to external and internal guests by maintaining and exhibiting the We-Ko-Pa Way: Smile and Greet, Name and Meet, Thank you, and Goodbye.
• Proficient in the booking software platforms (Agilysys Sales & Catering and Stay).
• Assist Sales Managers and the Reservation department with Agilysys tasks and duties.
• Process group direct bill applications for finance approval.
• Maintain office files, retrieve mail, answer telephones, and keep accurate records for the Sales Department.
• Compose and proofread correspondence, prepare and mail department documents, and handle incoming and outgoing calls. 
• Route and distribute Definite group files. 
• Process and track deposits for Resort & Fort McDowell Adventures Groups, ensuring proper posting to group blocks via checks, credit cards, and ACH.
• Confirm that contracted meeting space and sleeping room blocks match sales system information. 
• Assist with Pre-Golf Wholesale billing and routing Golf Group deposits. 
• Notify the Sales and Catering Managers of approaching cut-off dates for rooms or due deposits.
• Optimize and maintain group databases. 
• Assist with month-end and commission reporting. 
• Prepare various reports, including financial reports, budgets, and marketing plans as directed by DOS.
• Update and maintain Cvent information and other lead-sourcing tools (DMI, Visit Phoenix, Hopskip, Event Source, etc.
• Assist current and potential clients by providing information and answering questions. 
• Lead distribution with market accuracy.
• Serve as a reservation department liaison for the Sales team. 
• Assist with site inspections and tradeshow preparations. 
• Maintain accurate sales and wedding kit supplies for managers. 
• Work with DOS on public relations and marketing projects. 
• Manage guest room control, maintaining leisure and casino ceilings. 
• Provide the casino with information about the upcoming “Free Play” group and maintain logs for Group Free Play concessions. 
• Ensure all leads are responded to promptly.
• Exercise discretionary decision-making with clients in the absence of the Sales Manager. 
• Perform other related duties as required. 
• Must pass a pre-employment drug test. 

Minimum Qualifications:

A High School Diploma or GED is required, and more than one year of college classes preferred.

Working knowledge of Agilysys Property Management System is highly preferred.

A minimum of one year of experience in the hospitality industry or Hotel Sales Department is required.

INDIAN PREFERENCE:

Preference will be given to qualified applicants from federally recognized Indian tribes.  To be considered for Indian Preference, you must submit your Certificate of Indian Blood (CIB) with your application.