Full Service Hotel Sales Coordinator

Job Summary

Assist Director of Sales, Sales Managers, and Catering Manager in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions. The incumbent may also perform light selling duties to small groups and functions, as directed by the Director of Sales.

Education & Experience

• High School diploma or equivalent is required with college course work in related field preferred.
• Experience in a hotel or a related field is also preferred.
• Ability to type 55 wpm.
• Proficient with Microsoft operating Systems and hotel PMS.
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high-pressure situations.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.
• Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust, or modify to meet the constraints of the need.
• Must be effective at listening to, understanding, clarifying, and resolving the concerns and issues raised by coworkers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

Job Duties & Functions

• Approaches all encounters with guests and Associates in an attentive, friendly, courteous, and service oriented manner.
• Maintains regular attendance in compliance with Indigo One, LLC standards, as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
• Maintains high standards of personal appearance and grooming, which include compliance with the Indigo One, LLC dress code and wearing name tag when working (per brand standards).
• Always complies with Indigo One, LLC standards and regulations to encourage safe and efficient hotel operations.
• Maintains Sales files in an organized fashion and as per specified standards.
• Demonstrates awareness of established goals for each department and the role played in the Sales process to achieve and/or exceed these goals.
• Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately, timely and in a professional manner.
• Types sales contracts, BEO’s, correspondence, reports, forms, directs mail pieces, etc., as needed by sales team.
• Maintains lead log and lead statistics to be used for strategic outbound sales.
• Maintains Sales system (i.e., Delphi, SalesPro, etc.) docs and ensures consistent, accurate and working properly.
• Assists managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
• Maintains timely and effective paper flow and communication within department and to other departments.
• Maintains flow of sales contracts through proper distribution to client, team, and to appropriate dept. head.
• Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS, Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
• Works with Sales leadership to detail upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
• Distributes BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meetings and groups.
• Assists guests and clients with small changes, requests, etc., and completes needed paperwork for the Manager.
• Conducts site inspections for the department as needed
• Enters group pickup in sales pro daily and enters preferred production in sales pro monthly.
• Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
• Monitors/Orders office supplies and sales collateral to ensure we are properly always stocked with full packets, collateral, supplies and promotional items.
• Calls clients for guaranteed numbers for functions 72 hours prior, creates/closes house accounts and complete AV order.
• Organizes in-house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
• Attends Sales Meetings and take minutes, type, and distribute accordingly.
• Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
• Familiar with all Indigo One, LLC sales policies and house rules.
• Ensures Associates are always attentive, friendly, helpful, and courteous to all guests, managers, and fellow Associates.
• Any other duties as assigned by DOS specific to respective property.

Benefits

All benefits are available post introductory period of 90 days.

Full-Time associates (30 hours/week)

• Paid Time Off (PTO) per WA State requirements (1 hour/40 hours worked).
• Paid Vacation per MKM policy after one (1) year of service ( 16 hours/year, maxing up to 48 hours).
• Qualify for Medical, Dental and Vision insurance.
• 6 Paid Holidays a year.
• IHG team member benefits.

Part-Time associates

• Paid Time Off (PTO) per WA State requirements (1 hour/40 hours worked).
• 6 Paid Holidays a year.
• IHG team member benefits.

General

This job description is not intended to be all-inclusive, additional details will be specified by the supervisor. The associate will also perform other reasonable business duties as signed by the supervisor.

Management reserves the right to change this job description, job responsibilities, duties, and working hours as needs prevail.

If requested in accordance with applicable law, the Company provides reasonable accommodation to known physical or mental limitations of an otherwise qualified associate with a disability to allow him/her to perform essential functions of the job unless the accommodation would impose an undue hardship on the Company.

Indigo One, LLC is an at-will employer. This job description is a guideline and does not constitute a written or implied employment contract.

I HAVE READ AND UNDERSTAND THE JOB DESCRIPTION AS STATED ABOVE AND ACCEPT THAT ANY OF THE TASKS MAY BE MODIFIED OR CHANGED. I ACCEPT RESPONSIBILITY FOR KNOWING THE MODIFICATIONS AND / OR CHANGES IN THIS JOB DESCRIPTION. I CAN PERFORM THE ESSENTIAL FUNCTIONS OF THIS JOB AS LISTED ABOVE, WITH OR WITHOUT REASONABLE ACCOMMODATION.