What are the responsibilities and job description for the Sales Coordinator position at Trump International Hotel and Tower Chicago?
POSITION PURPOSE:
Support assigned Director of Sales & Marketing, Business Travel Sales Manager, Leisure Sales Manager, and GroupSales Manages with all administrative functions to include daily support and weekly/monthly report management in a timely, accurate fashion. Executes the non-selling functions of the department in order to allow sales staff maximum time for soliciting and securing additional business for hotel. Represents the hotel and interacts with all hotel employees in a
professional, customer focused and pleasant manner at all times. Responsible for providing attentive, courteous and efficient service to all guests
EXAMPLES OF DUTIES
ESSENTIAL FUNCTIONS:
Average Percent of Time
40% Maintain administrative tasks and produce accurate and timely daily, weekly and monthly reports. Qualifies customer RFP requests and assign to appropriate Manager using Meeting Broker/Cvent/Delphi. Creates turn over files for each newly contracted group and distributes information accordingly
30% Assist with proposals, contracts, month end reports, reservation requests, arranging welcome amenities and printing welcome cards at the direction of the Director of Sales & Marketing, Business Travel, Leisure and Group Manager’s direction and oversight.
15% Coordination of VIP amenities, site inspections including guest room inspections, preparation of site materials, entertainment reservations approval forms. Distribute daily mail to each department mail box.
10% Maintaining EPRO purchasing ordering system. Manages inventory of office supplies and processes purchase orders as directed.
5% Host property tours, familiarizing customers and potential customers with property features, products and services.
SPECIFIC REQUIREMENTS:
In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by management based upon the particular requirements of the company.
Provide support across all segments, including corporate, consortia, entertainment, and leisure accounts. This includes coordinating room blocks, events, and other administrative duties.- Support the development and growth of diverse market segments to meet room night and revenue targets.
- Contribute to the achievement of hotel objectives by supporting the sales team in various business development activities.
- Build strong relationships with clients and hotel operational teams to ensure the delivery of exceptional guest service.
- Act as a primary liaison for guests, business partners, meeting planners, and sales clients.
- Facilitate effective internal communication to ensure seamless execution of client needs and expectations.
- Work with the Sales team and other team members to ensure accurate data reporting internally and to the client.
- Distribute all documents correctly and on a timely basis to the client and necessary internal departments.
- Prepare and/or update written communications such as memorandums, BEOs, Group Resumes, event floor plans, sales spreadsheets, sales letters, and more.
- Ensure all sales entries and changes are entered in Opera accurately.
- Prepare all necessary sales reports and process purchase orders and special requests.
- Maintain the upkeep and inventory of sales collateral (brochures, marketing materials, and menus).
- Set up, coordinate and conduct site inspections for Sales Team with other departments and clients.
- Perform all administrative duties in an organized manner and help maintain the sales office orderly and efficiency at all times.
- Organize and maintain sales office files and records.
- Coordinate with other departments to ensure smooth office operations.
- Assist Sales Managers with daily office duties and preparation for tradeshows & sales trips.
- Handle incoming telephone and email inquiries in a pleasant, courteous, and professional manner, ensuring that all pertinent information is noted accurately and communicated to respective Sales Managers.
QUALIFICATION REQUIREMENTS
- Strong analytical skills, with experience in data-driven decision-making and KPI tracking.
- Excellent written and verbal communication skills, with experience in content creation and storytelling.
- Words Per Minute typing of 60
- Ability to manage multiple projects simultaneously in a fast-paced environment.
- Leadership and team-building abilities
- Return all phone calls on the same day and demonstrate timeliness in getting proposals to client.
- Always maintain a professional image in appearance/attire and conduct when dealing with meeting planner and hotel employees.
- Basic mathematical skills to complete reports and working knowledge of financial statements and forecasting techniques.
- Strong computer skills including Excel, PowerPoint, Word.
- Ability to work under pressure and deal with stressful situations during busy periods.
- Interpersonal skills to provide overall guest satisfaction.
OTHER:
Due to the industry that we are in, a need will occur for each associate to provide “Lateral Service”. Our goal is to ensure that we are maximizing customer satisfaction and as a result there will be times when our associates in the Operations will call upon us for support in order to ensure customer satisfaction occurs. When we are fortunate enough for this to occur, each associate will positively respond unless there is a chance that an opportunity resulting in dissatisfying a guest could occur. If this is the case the leader is to be notified and the level of support that is being requested will be obtained.
ORGANIZATIONAL RELATIONSHIPS
Directly reporting to this position (titles): Director of Sales & Marketing.
EDUCATION
Bachelor’s Degree or equivalent work experience required.
EXPERIENCE
- A minimum 3 year of previous experience in a hotel administrative position, preferably in a 4-5 star hotel.
GROOMING
All associates must maintain a neat, clean and well-groomed appearance (specific standards available).
PHYSICAL REQUIREMENTS:
Frequency Key: Never – 0 hours; Rare – up to 1 hour; Occasional – 1-3 hours; Frequent – 3-6 Hours;
Constant – 6-8 hours
Physical Activity Frequency
Sitting Constant
Walking, climbing stairs Frequent
Crouching/Bending/Stooping Occasional
Reaching Occasional
Pushing/Pulling Occasional
Near Vision Frequent
Far Vision Occasional
Hearing Constant
Talking Constant
Lifting/Carrying (15 lbs.) Occasional
Travel Rare
BENEFITS: At Trump International Hotel and Tower Chicago, we offer a range of employment benefits for this Full-Time position, subject to any applicable eligibility, enrollment and/or benefit plan requirements. An overview of the benefits offered can be found on the Hotel's Career Center webpage here: Click Here.
E-VERIFY: Trump International Hotel and Tower Chicago participates in the federal E-Verify program, an electronic system that verifies employment authorization in the United States by comparing information from an employee’s Form I-9, Employment Eligibility Verification, with government databases. The company uses E-Verify only after an employee has accepted a job offer and completed the Form I-9. The company does not use E-Verify to pre-screen job applicants or candidates who have not received a job offer from the company.
Equal Opportunity Employer
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status, or any other characteristic protected by law.
