What are the responsibilities and job description for the Sales Coordinator position at The Ballantyne, A Luxury Collection Hotel?
Job Summary
The Sales Coordinator provides administrative and logistical support to the sales and events team, the Director of Sales & Marketing (DOSM) and the General Manager of the hotel.
Job Duties
- Assigns, loads, and distributes all leads and other new business that comes into the sales department through a variety of outlets and lead generation systems. Maintains lead log and monthly report based on lead amounts.
- Answers incoming calls to the executive office and sales department; assists callers or transfers calls to the appropriate team member in a prompt and professional manner. Provides information and promotes the hotel's facilities and services to prospective groups and meetings.
- Assists with preparing sales proposals and contracts as needed, often communicating with clients on Sales Manager's behalf.
- Loads space or rooms into system as needed to assist Sales Managers.
- Takes minutes for Sales and events meetings.
- Runs event order distribution on a weekly basis
- Coordinates amenities for VIP guests for in-house events. Enters amenities into go-concierge and creates welcome cards if needed.
- Generates reports through CI/TY as needed or as requested by DOSM or Sales Managers.
- Maintains and orders office supplies, amenity cards, and business cards for department.
- Awards loyalty points for events in MGS Loyalty System.
- Processes invoices and expense reports and enters into Birchstreet.
- To support the day-to-day activities of the Sales Department and provide immediate support to the Group Sales Team
- Answer phones to qualify inbound calls and leads
- Answer phones and take correct messages in a businesslike manner
- Prepare proposals with accuracy and in a timely manner
- Respond to leads via Starcite, Meeting Broker and direct to client
- Proactively manage showroom preparation for site inspections
- Proactively manage shipping of all collateral and gifts for sales trips
- Effectively manage daily calendar appointments to assist sales team in site inspections, entertainment and other sales functions as required
- Prepare and process expense reports
- Prepare Group Contracts - proformas in a timely and accurate manner
- Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint
- Thorough working knowledge of Delphi : to include creating/updating accounts or contacts within an account, create new group bookings, revise existing group bookings, merge group contracts and adjust clauses as necessary, create GRC reports as requested
- Working knowledge of Opera is a plus: to include search for specific future or past reservations, preparation of daily arrivals report, add profile information as needed, knowledge of special codes and amenities, access, analyze and print folios for past guests, check rate offerings for specific rate codes, and other Opera functions as they become necessary
- Liaise with other departments in a professional manner to ensure client's needs are met
- Prepare group turnover files and tracking/collecting of deposits
- Other administrative tasks as requested
