Sales Coordinator

Dynamic, fun, and fast-paced sales office looking for a strong candidate who is well organized and motivated to fill a Sales Coordinator role to support Group Sales, Leisure Sales, Marketing, and Catering and Conference Services. Individual must have desire to learn all aspects of the industry and is open to advancement within the department or organization. We are seeking an individual that is eager, maintains a positive attitude, and enjoys working with people. This role requires an individual who can multi-task, take initiative on problem solving, and anticipate needs of their Sales Managers. This is an opportunity for an individual to cultivate skills and gain experience at a luxury hotel, be a pivotal member of the team, and establish a long-term career.

• Provide administrative support to the Sales Department.
• Act as initial point of contact with clients, responsible for building an initial rapport while gathering all necessary information regarding their upcoming program.
• Answers all incoming calls in a timely, professional, informational, and polite manner.
• Assist with preparing VIP welcome amenities, welcome notes, making reservations, and servicing client requests.
• Assist with coordinating travel arrangements for Sales Managers, including rooms, dining, transportation, and amenity gifts.
• Prepare and process invoices, manage expense reports and maintain departmental checkbooks.
• Take and qualify initial lead inquiries so they are sent to the appropriate manager with the most accurate information available.
• Assist with setting up pre-cons to include, but not limited to: creating name tents, managing attendance, creating BEO and Resume packets, checking space and setting out necessary information, prior to meeting start time.
• Provide direct support to the CCS team in creating BEOs, resumes and other necessary materials based on group needs and requests. Provide overall CCS team support by organizing the dissemination of information via Delphi reports and daily event schedules.
• Execute all Internal Departmental Meetings, from start to finish with in-house BEOs and communicating in-house event details.
• Research history for Group Sales team as requested.
• Support operations on the event floor, by greeting and assisting meeting planners as needed.
• Help facilitate communication with group reservations coordinator, accounts receivable, and other internal departments.
• Merge Contracts, Proposals & Addendums.
• Enter Contacts, Create Accounts in Delphi
• Enter Leads/Bookings in Delphi and Manage Through Process (P, T, TD or D).
• Process signed contracts and assist with turnover process (Accounting, Reservations, Conference Services) and send counter-signed contracts.
• Send thank-you notes once event concludes.
• Update Delphi merge documents (Resumes, etc.) when requested by managers.
• Assist/conduct pop-up site visits, internal site visits (HR Orientation), and provide coverage for site visits as needed.
• Assist Marketing Manager in managing online reputation by promptly responding to customer reviews and feedback, maintaining a positive brand image.
• Assist with team projects, as needed (example: creating contact lists for e-blasts).
• Occasionally provide support during day-of marketing events by coordinating logistical tasks and on-site assistance, contributing to seamless event execution and overall success.
• Field and assess incoming media, partnership, and photoshoot inquiries, relaying pertinent information to the Marketing Manager for strategic decision-making and streamlined coordination.
• Gather and send event distribution
• Prepare sales kits for manager site visits
• Performs various administrative duties such as digital filing, conference calls, scheduling meetings, handling information requests, making travel arrangements, completing/processing expense reports, sending meeting notifications/reminders for recurring calendar obligations and other similar tasks.
• Performs clerical duties including typing, copying, and taking minutes at meetings, filing and creating filing systems for inbound business communications.
• Handles departmental monthly expenses, balances checkbook, orders and maintains office supplies, and assigns purchase orders for direct expenses and merchandise.
• Prepares summaries and reports for the benefit of the Director of Sales as directed for the purpose processing of necessary information pertaining to hotel operations, meetings, and all other business demand.

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 particular requirements of the resort:

• Completes special projects and related duties as assigned
• Handle all internal meeting requests to include, but not limited to: initial outreach, blocking appropriate space, completing BEO, following up to obtain final guarantees, attending BEO meeting, check meeting space/room set prior to the meeting start time.
• Generating 10-day and 30-day reports and distributing to the teams.
• Distribute daily change log including BEO distribution and updates in the BEO book
• Creating resume due list and distribute packet, weekly.
• Prepare amenity request form and cards, based on information listed in the resume.
• Offer assistance with resumes and BEO’s as needed.
• Additional administrative duties to include, but not limited to: creating menu cards, tent cards, menu requests forms, outlet request forms.
• Communicate upcoming site inspections.
• Supports Leisure Sales in managing all aspects of retail agent reservations and Travel Industry needs for Hotel Bennett ensuring highest level of luxury service is provided.
• Recording the minutes during Sales & Marketing meetings
• Ensure all departments have information required associated with a reservation to perform their part of ensuring the SHR/Hotel Bennett service level standard is delivered (amenity fulfillment, resumes, pre-arrival information, etc.)
• As directed, respond to travel agent/client requests within four (4) hours of receipt during regular business hours. Provide out of office message for after hours and weekends alerting that the response will be the next business day, and an immediate alternate contact for the Front Desk/Reservations.
• Compile marketing reports and assist on marketing special events as needed.
• Monitor influencer and advertising requests to Marketing Manager and DOSM.
• Assist with social media campaigns and posts as requested by Marketing Manager/DOSM.
• Update and monitor marketing projects in Monday (project management tool).

• High School diploma or general education degree (GED); Bachelor’s degree preferred.
• Previous hospitality/resort experience in sales, marketing, banquets, catering, etc.
• Prefer some graphic design background with Dreamweaver, InDesign, etc.
• Knowledge of meeting room capacities, banquet set-up, audio-visual and any other pertinent details as they relate to function room set-up.
• Work independently and as part of interdepartmental teams to ensure overall positive guest experience
• Must be reliable, work well under pressure, and able to consistently meet deadlines
• Proficient in Microsoft Office (including Outlook, Word, Excel, and PowerPoint)
• Excellent organizational and communication skills
• Post-secondary education preferred

• 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.
• Excellent interpersonal and sales-related skills.
• Exceptional organizational and supervisory skills.
• May be required to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with breakdowns involving several concrete variables in standardized situations.
• Must possess basic computational ability.
• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel.
• Comply with quality assurance expectations and standards.

• Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. This includes traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, fax machines, photocopiers, dolly and other office equipment as needed.

Salamander Collection is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law. Salamander is a drug-free workplace and participant in E-Verify.