Sales Coordinator

Sales Coordinator

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The Sales Coordinator's primary role is to perform general office duties to support the Sales & Marketing team, such as filing, sending emails, typing, faxing, copying, loading special or negotiated rates onto the property management system, and maintaining customer and company profiles. The Coordinator should assist in selling guest rooms, catering services and banquet facilities as directed by the Director of Sales, and provide high‑level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data, resolving guest issues, and performing clerical functions.

• Answer telephone and respond to caller inquiries in a pleasant manner.
• Answer client/bookers questions about property facilities/services.
• Serve as the point of contact for clients and communicate with them by phone and e‑mail to respond to questions and requests.
• Coordinate internally with the sales & marketing team.
• Generate reports, prepare proposals, collect information, coordinate with clients & suppliers.
• Prepare sales‑related documents throughout the sales process.
• Gather materials and assemble information packages.
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Manage and maintain sales executives and managers schedules, appointments and travel arrangements.
• Assist sales team by managing schedules, filing important documents and communicating relevant information.
• Arrange and co‑ordinate meetings, events and any appointments.
• Record, transcribe and distribute minutes of meetings.
• Interact with clients regarding leads, hotel needs and client travel.
• Meet with clients in the absence of the Director of Sales or Sales Managers to effectively convey details of the hotel.
• Perform hotel site tours with potential clients.
• Monitor, screen, respond to and distribute incoming communications.
• Design, upload, extract and maintain customer databases.
• Create and manage company and travel agent profiles on the property management system.
• Know the process of merging profiles.
• Load and manage rate codes to the hotel software and link negotiated rates to the correct company profiles.
• Print daily sales reports for each sales manager and submit to Director of Sales.
• Print sales manager productivity reports for each sales manager and submit to Director of Sales.
• File and retrieve documents and reference materials.
• Conduct research and collect data to prepare reports and documents.
• Utilize an efficient sales strategy for maximal hotel revenue.
• Coordinate necessary arrangements with vendors relating to sales.
• Establish strong relationships with vendors to ensure maximal hotel revenue.
• Ensure all documents produced by the Sales Department (i.e. BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
• Respond to complaints from customers and provide after‑sales support when requested.
• Ensure the adequacy of sales‑related equipment or material is available at all times.
• Perform other duties as assigned by Director or Sales or the management.

• Speak with others using clear and professional language.
• Prepare and review written documents accurately and completely.
• Working knowledge of standard office administrative practices and procedures.
• Excellent customer service skills.
• Ability to effectively communicate in English, both written and oral forms.
• Be friendly, customer‑centric, smile and able to work in a team environment.
• Hotel experience required;
  Hilton experience preferred.

• Excellent computer skills; proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and knowledge of Sales and Marketing programs such as Delphi, Sales Force, Hilton OnQ PMS, Hilton Rates and Inventory (R&I).

• Two or more years of experience working in a hotel, clerical or sales role; previous experience in a similar role.

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• 401(k) with fully vested employer match
• 401(k) matching
• Other

Entry level

Contract

Sales and Business Development

Industries:
Hospitals and Health Care