Sales Team Coordinator / Admin.

Job Description

Job Description

SUMMARY

Supports the VP of Sales, Director of Catering, Sales Managers and Conference Services Managers in responding to and following up with all internal and external business needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Maintain positive Team relationships within the Sales, and Conference Services Department, with other departments of Oglebay, and local suppliers
• Continually strives to provide a quality experience for all guests through their interaction with the property’s Sales, and Conference Services Department
• Exert a positive influence on all resort personnel through personable leadership skills, providing an upbeat personality, and by always attempting to enhance both the internal and external guest's experience
• Routinely reviews and evaluates the Sales office equipment and submits to management recommendations for repair, improvement or replacement
• Receive, assign and maintain all sales requests
• Ability to maintain multiple projects and deadlines, and possess strong written and verbal communication skills
• Assists with monitoring control methods to ensure that budget objectives are being met including but not limited to reviews of staffing levels and payroll, inventories and supply orders
• Works with the Sales team to organize and facilitate physical and digital lead generation initiatives for the team members
• Work with the Sales team members to develop fresh initiatives, facilitate customer site inspections and contribute toward fulfilling all occupancy goals. Through media and personal / business contacts, assist in the development of any new leads and provide follow up; keeping abreast of events and trends as they relate to the industry, the area and Oglebay
• Assist in filling written, telephone and in-person inquiries and bookings by providing verbal and printed information
• Support Sales efforts to procedure and notate client needs and objectives
• Support flow of office by assisting Team Members with the overflow of calls
• Follow up all cancellation / lost business with necessary documentation
• Assist Sales, and Conference Services Team members with invoicing and collecting any outstanding balances regarding cancelled or lost business
• Facilitate all Departmental purchasing, invoicing and budget reconciliation while maintaining departmental “checkbook” and researching for accuracy and accountability
• Assist the Sales Team with the retrieval of signed contracts
• Responsible for the tracing and posting of all advance deposits for groups booked through the Sales Department
• Reviews all incoming groups for proper deposits, letters of guarantee or release of rooms, and take the appropriate action, with the VP of Sales approval
• Aids the sales executives and other lodge departments with any information and / or problems as they relate to either obtaining deposits, information from the customer and / or those encountered with our lodge and / or park personnel - the challenges will then be taken to management for a final decision
• Responsible for maintaining all office supplies for the Sales Department
• Responsible for the facilitation of all outgoing communication (i.e. letters, memorandums, etc.) with the exception of proposals and contracts
• Assist with the set up and reports on regular sales staff meetings to assure a smooth running office
• Generate and review all reports used for Delphi as requested by the VP of Sales
• Must have substantial knowledge and familiarity of all lodge and resort operations, as well as an in-depth knowledge of the lodge reservations system and Sales Delphi system
• Follows all policies of the Wheeling Park Commission and Oglebay and addresses problems, relating to employees through approved guidelines and procedures
• Attends training seminars, conferences, schools and meetings as directed to continually develop personal knowledge of hospitality operations
• Complete appropriate trainings listed on the human resources Training Matrix
• Adhere to Wheeling Park Commission’s safety rules and policy; refer any and all safety concerns to department manager, safety committee or human resources
• Interact with the public with a cheerful and positive attitude, solve guest problems and complaints in a proper manner, and maintain harmonious working relationships with fellow employees