Sales Coordinator

Description

TITLE: Sales Coordinator

DEPARTMENT: Sales
REPORTS TO: Dual Director of Sales

The Sales Coordinator supports the Sales Managers in achieving customer satisfaction through clerical and administrative assistance related to client communication, reservations, and hotel sales. This role involves responding to telephone and in-person inquiries, preparing documents, coordinating client site tours, loading negotiated rates into the property management system, and maintaining customer profiles within the CRM.

• Respond promptly and professionally to telephone and in-person inquiries.
• Answer client and booker questions regarding property facilities and services (e.g., operating hours, room types, rates, packages, entertainment, dining options, etc.).
• Maintain accurate and up-to-date client, booking, and activity information in the customer database (STS).
• Act as the main point of contact for clients via phone and email, addressing inquiries and requests.
• Coordinate with the Sales & Marketing team to support departmental goals and initiatives.
• Generate reports, prepare proposals and collection documents, and liaise with clients and suppliers.
• Prepare sales-related documents such as proposals, contracts, banquet event orders (BEOs), and CVGR letters.
• Compile materials for information packages including brochures, promotional materials, welcome kits, and souvenirs.
• Source corporate and group leads through internet research, networking, and telemarketing.
• Manage sales managers’ calendars, travel arrangements, and appointments.
• Maintain filing systems and handle communication of relevant information.
• Arrange and coordinate meetings, events, and appointments.
• Record, transcribe, and distribute meeting minutes.
• Communicate with clients regarding leads, hotel requirements, and travel details.
• Represent the Sales Department in client meetings when Sales Managers or the Director of Sales are unavailable.
• Conduct property site tours for prospective clients.
• Screen, respond to, and distribute incoming communications.
• Design, update, and manage customer profiles and databases in the property CRM and PMS systems.
• Merge duplicate profiles as necessary.
• Load and manage rate codes in the hotel software, ensuring correct linkage to company profiles.
• Print and distribute daily sales reports and productivity reports for each sales manager.
• Retrieve and file documents and reference materials as required.
• Conduct research and gather data for reports and documentation.
• Apply effective sales strategies to maximize hotel revenue.
• Coordinate vendor-related sales arrangements and maintain strong vendor relationships.
• Ensure accuracy and timely completion of sales documents including BEOs, contracts, proposals, and rooming lists.
• Provide after-sales support and respond to customer concerns or complaints.
• Ensure availability of all necessary sales-related materials and equipment.
• Perform additional duties as assigned by the Director of Sales or management.
• Attend Banquet Event Order (BEO) and staff meetings; act as liaison with hotel departments involved in event execution.
• Meet with clients to review BEOs and group resumes, addressing any changes or concerns.
• Coordinate all catering activities as directed by the Director of Sales, ensuring prompt follow-up on contracted business.
• Identify and coordinate event planning needs and requirements.
• Maximize revenue by focusing on high-yield accounts, retaining clients, and improving sales effectiveness.
• Upsell and detail events with clients, including logistics (space, A/V, timing, equipment, menus, décor, etc.), and prepare corresponding paperwork.
• Manage all details to ensure program requirements are met, resolving customer concerns to ensure satisfaction and repeat business.
• Oversee group billing processes including deposits, credit authorizations, and coordination with the accounting team.
• Close out groups in the sales system, including tracking pickup and commissions, and coordinating final processing with accounting.

Maintain a flexible schedule to attend booked events as needed to ensure the group/event is fully supported and properly executed.

OTHER RESPONSIBILITIES

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