Hotel Sales Coordinator

We are currently looking for a Sales Coordinator for our 3 Hilton Branded hotels, located in Downtown Cincinnati.

As the Sales Coordinator, you will enjoy professional training & development, responsive corporate support, competitive pay, and an excellent benefits package that includes fully-paid health insurance after 3 years’ of service, dental & vision insurance and a matching 401K.

POSITION PURPOSE:

Support Sales Managers with group and meeting/event clients to ensure that all related event/rooms requirements for groups and/or catering are documented and communicated to all hotel departments. Responsible for securing and coordinating meeting/event details for all internal and external clients. At times, acts as a liaison between Sales Managers and the customer to ensure complete customer satisfaction.

ESSENTIAL FUNCTIONS: (include the following. Other duties may be assigned.)

• Maintains & updates all active files. Log in pick-up of room nights, food & beverage, after event has actualized (Weekly) in sales database system.
• Uncovers as much information as possible from the meeting planner regarding the group’s habits in order to aid other hotel outlets in their staffing, i.e. Front Desk.
• Supports Sales Department with any deliveries, shipments and disbursements of all group equipment and collateral.
• Updates functions (in book, calendar, or computer) as group’s agenda becomes finalized in order to minimize space needs and free space for other sales opportunities per request of Sales Management. Notifies appropriate Director/Sales Manager of any changes or additions to outlined agenda.
• Attend specific sales meetings and/or property specific meetings
• Must be aware of entire hotel operation.
• Follow up with group blocks prior to cut off date with group room pick up and confirming group cut-off date.
• Answer in-coming calls and direct or handle appropriate requests.
• Provide phone, email, and office coverage to assist customers as needed
• Block space, detail and create BEOs for all meeting/events. Work directly with the client to detail all aspects of their event, including, but not limited to menu planning, themes/décor/equipment, securing function space and more.
• Prepare group resumes, daily function report and BEO packets. Ensure all rooms/event information is distributed throughout the hotel.
• Resolve any issues, complaints and or problems that ensure quality product delivery and client satisfaction.
• Ensure all billing, commission payments, deposits, etc are correct and processed accordingly.
• Conduct hotel site tours when needed or appropriate. Assist the Sales Managers with any site visit preparation per their request.
• Assist Sales Managers with inputting group rooming list, preparing convention kits and collateral to be used in house and on sales calls
• Type all proposals, contracts and BEOs on a timely basis and create appropriate file.
• Responsible for keeping the Sales Managers/Director appropriately informed of all messages taken in their absence.
• Attend pre-conference meetings to provide client satisfaction.
• Maintain a professional and friendly relationship with other departments, team members and guests.
• Present a clean, pleasant, professional image to project a positive appearance to potential guests and clients.
• Perform other services and duties as requested by the Sales Managers, Director and/or General Manager

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES:

• Prior experience working in hospitality sales, hotel front desk, catering or events is required.
• Prior experience working in a Hotel environment is a plus.
• Experience with reservation systems (FOSSE, OnQ, etc.) is a plus
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to apply concepts of basic algebra and geometry.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Must be able to work some weekends and evenings, based on booked events.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is frequently required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Disclaimer

This job description indicates in general the nature and levels of work, knowledge, skills, abilities and other essential functions (as covered under the Americans with Disabilities Act) expected of people assigned to this position. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. All employees may be required to perform activities outside of their normal job responsibilities from time to time as needed.

EOE - All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, disability or veteran status.

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