Sales and Marketing - Sales Coordinator

TitleSales Office CoordinatorDepartment : SalesTypically Reports To : Director of SalesJob Code : FLSA : Non ExemptGrade : Approved by : Team Member Services Mgr.Date Approved : March 30, 2016Approved by : General ManagerDate ApprovedMarch 30, 2016Position Summary : Assists the Sales and Marketing team with general office duties (i.e. answering phones,filing, mail, email, copying, faxes, etc.) Additional duties may typically includepreparing / completing sales-related documents (i.e. proposals, contracts, lead distributionand turnovers); coordinating group leads and / or reservations, VIP arrivals, special eventand preparing a variety of reports. Provides professional service to gain high level of guestconfidence and satisfaction. Enters information into computer system and runs necessaryreports. Seeks opportunities to maximize revenue and streamline day-to-day processes.Duties & ResponsibilitiesPrimary Responsibilities / Essential Functions : 1. Welcomes guests / callers in an enthusiastic and professional manner, answeringquestions and responding to requests. Provides information about hotel, local areaattractions and hotel amenities. Mails confirmation and literature requested andreplies to all inquiries. Forwards calls to appropriate team members / departments.2. Performs general office tasks such as filing, distributing mail, responding to email,photocopying, sending / receiving faxes.3. Assists with preparation and assembly of sales / marketing information such asproposals and contracts. May assist with press releases and related projects.4. Assists team with activities involved with sales research and planning such ascustomer mailings, gathering information about competition's programs, andperforming basic market related analysis.5. Maintains records by entering required sales, reservation and account data intosystems. Runs and prepares all necessary reports as required.6. Effectively deals with internal and external customers, some of who may require ahigh level of patience, tact and diplomacy to diffuse anger. Collects accurateinformation and resolves conflicts. Keeps immediate supervisor promptly and fullyinformed of any problems, potential safety issues, or unusual situations so promptcorrective action may be taken. Communicates with other departments to fulfillguest needs.7. Resolves guest complaints within scope of authority; otherwise refers the matter tomanagement. Notifies supervisor and / or Security of all unusual events,circumstances, missing items, or alleged theft.8. Follows all safety policies and procedures. Reports potential safety issues tomanager whenever observed and takes immediate action to resolve in emergencysituations. OSHA laws require the use of Personal Protective Equipment (PPE)when performing work duties that have the potential of risk to your health or safety.Team members will be trained in the proper use and care of assigned PPE ifSales Office Coordinator Template Final 3-28-16.docxPage 2 of 3applicable. The hotel provides the required PPE. Team member has responsibilityto report defective, damaged or lost PPE or equipment that does not fit properly totheir Manager. Maintains strict compliance with hotel's Hazardous Material(HAZMAT) program and familiarizes self with current MSDS.9. Reporting to work as scheduled (on time and on regular basis) is an essentialfunction of the job.Other Responsibilities / Supportive Functions : 1. Works closely with front desk / group reservations coordinators to ensure accuracy ofinformation. Ensures front desk receives accurate current group information.2. Improves job knowledge by attending training sessions as instructed. Cross-Training in other departments such as Reservations and Front Desk may berequired and may assist those functions as needed.3. Attends meetings as required, (i.e. weekly sales meetings, Banquet Event Meetingsand Resume meetings) to provide necessary details of sales groups to allnecessary departments.4. Notifies management of unsafe conditions, needed maintenance of any equipmentand any accidents.Note : This job description is not intended to be all-inclusive. Team Members may perform other related dutiesas required to meet the ongoing needs of the organization. Management reserves the right to add, modify,change or rescind work assignments and to make reasonable accommodations as needed.Qualifications (relevant experience, education and training) : 1. One to two years of customer service experience at comparable hotel or setting.Sales experience desired.2. Must have excellent customer service / communication skills to work with callers ofvarious social, cultural, economic and educational backgrounds for the purpose ofresolving problems / complaints and providing a high level of guest satisfaction.3. Requires ability to perform basic math skills such as addition, subtraction,multiplication and division.4. Requires good working knowledge of Microsoft Office applications (includingOutlook, Word and Excel) and ability to learn and operate other hotel computersystems. Delphi FDC experience desired.5. Strong attention to detail and the ability to handle multiple tasks. Must be able tosolve problems and remain calm and alert if dealing with difficult guest, during busyactivity periods or in an emergency situation.6. Must be able to speak, read, write and understand English to understandinstructions, safety rules, prepare sales materials, and communicate with guests.7. Able to work independently with minimal guidance and as part of a team.8. Due to the cyclical nature of the hospitality industry, team members may berequired to work varying schedules to reflect the business needs of the hotel. Workschedules will include working on holidays, weekends and alternate shifts.9. Completes all required training as scheduled.10. Must maintain a clean appearance and professional demeanor.Sales Office Coordinator Template Final 3-28-16.docxPage 3 of 3Special Skills & Abilities / Mental and Physical Demands : While performing the duties of the job the team member regularly sits for sustained periodsof time. Frequently stands or walks from one work area to another. While performing theduties of the job the team member frequently uses fingers to enter data into computer oroperate office equipment. The team member occasionally grasps objects. The teammember frequently reaches by extending hand(s) and arm(s) in any direction. The teammember occasionally stoops and crouches. The team member regularly talks whencommunicating with guests / callers. The team member regularly needs to hear voices whileinteracting with guests / callers. Exerts up to 25 pounds of force occasionally when movingsupplies or materials. The team member is required to have close visual acuity to prepareand analyze data and figures and view a computer terminal. The team member is requiredto have visual acuity to determine the accuracy, neatness, and thoroughness of the workassigned and to make general observations of facilities.The team member is subject to inside environmental conditions. The noise level ismoderate. The team member is subject to hazards which includes proximity to electricalcurrent found in office related equipment. The team member is occasionally subject toatmospheric conditions such as perfumes, odors, or dusts.(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Therequirements listed above are representative of the knowledge, skills, and / or abilities required. Reasonableaccommodations may be made to enable individuals with disabilities to perform the essential functions.I hereby acknowledge that I have read and understand the content of this job description. Iunderstand the Company at its discretion may revise the job description from time to time inthe future. I understand and agree that nothing in this job description should be construedas a contract of employment, and that employment with this Company is at-will meaningthat the terms of employment may be changed with or without notice, with or without cause,including, but not limited to termination, demotion, promotion, transfer, compensensationOther details Job Family PHG Hotels Pay Type Hourly Min Hiring Rate $22.00 Max Hiring Rate $22.00 Apply Now

Salary : $22