Sales Coordinator

Description

Team Member Benefits: 

• Medical, Dental and Vision 

• Employer Paid Life Insurance 

• Other Supplemental Benefits 

• Employer Matched 401K 

• Hotel Room Discounts across multiple brands 

• Enhanced paid vacation, sick time and holiday pay 

Essential Job Functions:

• Answer telephones within Hyatt service guidelines. Never answer with "hold please". Always allow caller to speak first, if necessary to put him/her on hold. 

• Qualify phone leads and send to appropriate sales manager with detailed information on potential event. 

• Maintain an orderly system to ensure the delivery of all messages to office staff 

• Prioritize work on a daily basis 

• Be pleasant and helpful with internal and external clients 

• Accurately type correspondence including memos, forms, contracts, and letters as needed 

• Input account, booking and profile information into the Envision system within the designated time frame and adhere to all guidelines as set forth in the Envision Procedures and Standards 

• When receiving a lead, ask for all pertinent information. Use client's last name during conversation. Give client name of sales manager that will be returning phone call. Always thank the caller for calling 

• Set-up and maintain files in a neat and orderly manner adhering to the prescribed format (i.e. Left side: contract; Right side: booking recap, original notes or inquiry form, detailed reservation listing, rooming list and changes to list, correspondence, amenity requests, credit information on bottom) 

• Assist with return phone calls (all calls/leads should be returned within 24 hrs).  

• Work with clients on details for catering and rooms only groups.  

• Complete Banquet Event Orders and Resumes for all group business for sales team. 

• Manage deposit schedule for groups and ensure payments are received and posted by deadline dates. 

• Create and maintain group blocks in Opera 

• Weekly review with DOSM on Group Pick for future room blocks. 

• Weekly sales meeting with entire Sales team  

• Make reservations and take care of amenities for Managers. Follow-up by double-checking all VIP reservations and amenities. Notify Manager of room assignment and status of amenity 

• Ensure that personal note accompanies all amenities 

• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities 

• Schedule all in-house events and create/distribute BEO’s 

• Manage creation, distribution & tracking of gift certificates for hotel. 

• Produce menus, directional signage, table numbers, name tents, buffet cards, etc. as needed 

• Produce V.I.P reservations and follow up to ensure the guest will be accommodated upon arrival 

• Create Post Convention Reports, merge corresponding thank you letters 

• To develop working relationships with hotel department heads and operational areas 

• Execute administrative needs for special projects and events 

• Develop and implement a comprehensive social media strategy aligned with the resort's brand positioning and target audience. 

• Create engaging and visually appealing content for social media platforms, which include Instagram and Facebook. 

• Write inspiring captions, storytelling narratives, and persuasive copy that reflects the luxury and unique experiences offered by the resort. 

• Create a consistent schedule of content to ensure a constant and engaging presence across all channels. 

• Proof-read all correspondence for accuracy and readability 

• Practice safe work habits, wear protective safety equipment and follow MSDS and OSHA standards. 

• Perform other duties as requested by management. 

Qualifications

• Associate or Bachelor’s degree in the hospitality field preferred. 

• Minimum of 1-2 years’ hotel experience required; front desk experience highly desirable.  

• Envision knowledge preferred. 

• Can communicate well with guests.  

• Must be willing to “pitch-in” and help co-workers with their job duties and be a team player.  

• Must be able to provide outstanding customer service to internal and external guests. 

• Must have knowledge of departmental operations.  

• Must have knowledge of computers and training techniques.  

• Maintain a professional appearance and manner at all times. 

• Ability to exercise judgment in evaluating situations and in making sound decisions.  

• Work schedule varies and may include working on holidays, weekends and alternate shifts as dictated by business and staffing levels. 

• Requires standing for extended periods, walking, pushing, lifting up to 25 pounds, bending and reaching, stooping, kneeling or crouching.  

• Excellent communication, organization, written and guest relations skills. 

• Strong organizational, project management and detail orientation skills, with the ability to multi-task in order to meet a variety of deadlines. 

• Strong interpersonal skills and a can-do positive attitude. 

• A true desire to satisfy the needs of others in a fast-paced environment. 

• Refined verbal and written communication skills. 

Job descriptions and responsibilities are subject to change depending on business needs.