Sales and Marketing Coordinator

JOB DESCRIPTION

PROPERTY:

Shore Hotel, Ocean View Hotel and Santa Monica Hotel (Shared Services)

TITLE:

Sales and Marketing Coordinator

DEPARTMENT:

Sales & Marketing

STATUS:

Non-Exempt, Full Time, Regular

SUPERVISED BY:

Director of Sales & Marketing, Sales Manager

SUPERVISES:

None

The Sales and Marketing Coordinator is responsible for assisting the Sales Department in the efficient execution of all administrative duties such as, sales turnover; send payment authorization links; generation of rooming lists, group resumes and group questionnaires and coordination of client needs as they relate to the sales process and participation in industry related functions.

ESSENTIAL DUTIES:

• Ability to comprehend and follow instructions, to make decisions without supervision and to prioritize tasks in order to meet appropriate deadlines
• Promote awareness of brand image internally and externally for Shore Hotel, Ocean View Hotel and Santa Monica Motel
• Awareness of Group cut-off dates
• Maintain and create email blasts
• Create and edit memos. Build inquiries/Bookings in Delphi
• Confirm individual and group reservations in a timely manner. Maintain lists of all vendors
• Flag Group and Corporate VIPs; Create and maintain PM accounts
• Conduct site tours and take incoming sales phone calls and inquiries
• Responsible for coordinating sales processes and customer relations

• Act as a reliable administrative support system for the Sales and Marketing Manager, Director of Sales and Marketing, and General Manager

• Monitor and respond to emails from Sales email box
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing and respond to clients in a timely manner
• Assist with Social Media content strategy for Facebook, Instagram and LinkedIn and post Social Media content across all platforms
• Perform Monthly Website and OTAs Audit
• Assist with event qualifications, coordination and management
• Gather materials and assemble information packages (e.g., brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.)

• Anticipates guests needs and expectations whenever possible and makes appropriate preparations to meet and exceed those needs
• Answers guests’ questions in a courteous and professional manner, provides information including but not limited to directions, shopping, dining, entertainment, hotel services and safety
• Must be able to work a flexible schedule to include weekends and holidays
• Help in other departments as needed
• Assist with special projects as needed

ESSENTIAL JOB QUALIFICATIONS & COMPENTENCIES:

Proven success in the following job competencies:

• Honesty; has honest, direct, and factual communication and actions with internal and external customers.
• Collaboration; proactive in building supporting, nurturing, and service-oriented relationships with employees; works collaboratively to resolve problems and enhance productivity; Remains open to others' ideas and tries new things.
• Integrity & Loyalty; conducts self with high level of ethics and makes decisions with honest intentions that are in the best interest of the company and employees. Keeps commitments; inspires the trust of others; Works with a high level of integrity and ethically; Upholds organizational values.
• Humble; conducts self and treats all employees with respect; without arrogance, degradation, or coercion; treats all employees with equal regardless of position/status.
• Innovation; constantly searches for best practices in technology, services, and procedures. Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas.
• Analytical: Highly detail-oriented, proficient with managing, editing, analyzing large volumes of complex numerical data.
• Flexible; considers others point of view to find the best solution for customer and company; proven ability to be flexible and adapt to change; adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays.
• Problem Solving: Uses a professional, neutral/unbiased, and highly diplomatic inter-personal approach.
• Interpersonal: Customer focused and effective relationship-building skills; ability to effectively interact with all employee levels; frontline, Managers, Directors, Executives.
• Diversity: Strong commitment to diversity and equality in a company culture.
• Communication: Strong communication (verbal and written) and presentation skills.
• Multi-Tasking: Ability to operate under pressure in a fast-paced environment; able to deliver effective results, meet tight deadlines and targets.

EXPERIENCE:

• Must have minimum 2 years office experience assisting senior management in all clerical duties, preferably in the hotel industry.
• Recommended previous Sales & Marketing experience at a 4 Diamond or more Hotel.
• Must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook. Experience in Opera helpful.

EDUCATION:

WORKING CONDITIONS & PHYSICAL WORK DEMANDS:

Able to sit and work at a computer keyboard for extended periods of time.

• Able to stoop, kneel, bend at the waist and reach on a daily basis.
• Able to lift and move up to 10 pounds occasionally.
• Regular and on-time attendance is critical.
• Hours occasionally exceed 40 hours per week.
• Ability to stand during shifts

OTHER:

Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required and is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with this job.