Sales Coordinator

Sales Coordinator Job Description

Position: Sales Coordinator
Location: Heidel House Hotel and Conference Center
Reports to: Director of Sales and Marketing

Job Summary:

The Sales Coordinator will provide essential administrative support to the sales and marketing team at Heidel House Hotel and Conference Center. This role includes but is not limited to handling phone calls, assisting with distribution of banquet event orders, entering rooming lists, assisting with prospecting efforts, and supporting marketing initiatives with the Marketing Manager. The Sales Coordinator will also assist with site tours, manage account files, and help with special events, ensuring smooth operations within the sales department. This position requires strong organizational skills, attention to detail, and the ability to work collaboratively with a variety of internal teams.

Key Responsibilities:

• Phone Support: Answer and direct phone calls promptly, providing information and assistance to clients and internal team members as needed.
• Rooming Lists: Manage and enter rooming lists for group bookings, ensuring all information is correct and up-to-date.
• Sales Support & Prospecting: Assist the sales team with prospecting efforts by researching potential clients, managing leads, and updating CRM systems.
• Creative Design: Assist the Marketing Manager in designing room signs and other creative materials for events.
• Marketing Assistance: Provide support to the Marketing Manager as needed, helping with the creation of promotional materials, digital content, and campaigns.
• Account Management: Keep client account files organized and filed with current information, ensuring smooth follow-up and communication with clients.
• Site Tours: Conduct site tours for prospective clients, providing a detailed overview of the facilities and available services.
• Event Assistance: Assist with special events including ticketing, coordination, and guest support.
• Weekend Availability: Availability to work some weekends for site tours, events, or other urgent administrative needs, though the role typically follows normal business hours (Monday-Friday).

Familiar With:

• Sales and Marketing: Understanding of sales processes, event coordination, and basic marketing principles.
• Event Planning: Familiarity with the preparation and execution of events, particularly in a hospitality or conference setting.
• Administrative Procedures: Strong knowledge of administrative functions, including file management, scheduling, and data entry.
• Creative Software: Proficiency in design software such as Canva or other similar tools for creating room signs and event materials.

Required Skills:

• Communication Skills: Strong verbal and written communication skills to interact effectively with clients, sales teams, and internal departments.
• Organization and Time Management: Ability to prioritize tasks, manage multiple projects, and meet deadlines efficiently.
• Attention to Detail: High attention to detail in managing accounts, entering rooming lists, and preparing event materials.
• Customer Service: Exceptional service orientation to ensure client satisfaction and build long-term relationships.
• Event Coordination: Ability to assist in planning and executing special events, ensuring all details are handled accurately and on time.
• Technology Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and CRM software, as well as basic design programs for creative tasks.

Abilities Required:

• Multitasking: Ability to manage multiple tasks effectively while maintaining a high level of accuracy and attention to detail.
• Problem Solving: Ability to resolve issues quickly and efficiently, ensuring a smooth workflow for clients and team members.
• Sales Support: Ability to contribute to the sales process by organizing leads, assisting in follow-ups, and supporting prospecting efforts.
• Adaptability: Willingness to adjust to varying workloads, especially during busy periods or special events.

Job Activities:

• Administrative Tasks: Maintain and organize client files, update rooming lists, manage event details, and assist with general office tasks.
• Customer Interaction: Respond to client inquiries and assist in scheduling meetings, tours, and events as needed.
• Sales Support: Assist the sales team with lead generation, preparing client materials, and contributing to prospecting efforts.
• Event Coordination: Help with events, ensuring all event-related materials (e.g., room signs, BEOs) are prepared and ready.
• Marketing Support: Assist with creating promotional materials and event creatives, working alongside the Marketing Manager.
• Site Tours: Conduct site tours for potential clients, presenting facilities and services available for their events.

Education and Experience:

• Education: High school diploma or equivalent required; a degree in Business, Hospitality, Marketing, or a related field is a plus.
• Experience: Previous administrative or sales support experience preferred, especially in hospitality, event coordination, or marketing.

Working Conditions:

• Full-time position with occasional weekend hours required for events or client meetings.
• Standard business hours: Monday-Friday, with flexibility for weekend events or site tours.
• Office-based role with some on-site duties (e.g., site tours, event assistance).
• Some travel may be required as needed for prospecting efforts.

Benefits:

• Employee discounts
• Paid time off
• Referral program

Schedule:

• Day shift
• Evening shift
• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Green Lake, WI 54941: Reliably commute or planning to relocate before starting work (Preferred)

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Evenings as needed
• Monday to Friday
• Weekends as needed

Ability to Commute:

• Green Lake, WI 54941 (Required)

Ability to Relocate:

• Green Lake, WI 54941: Relocate before starting work (Required)

Work Location: In person

Salary : $18 - $20