Sales Coordinator

Sales CoordinatorArlo Hotels an independent lifestyle hotel is now actively seeking a dynamic Sales Coordinator. Are you someone who is passionate about people, driven by purpose, and clever in your approach? If so, keep on reading!! Here at Arlo we strive to create a sense of awe that leaves those we touch wanting more...This position is responsible for assisting and supporting the Manager(s) in daily sales operations in the sales department capacity.RESPONSIBILITIES AND AUTHORITIES :Ensures all inquiries are entered properly into the inquiry form and Opera as requested. Qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.Provide clients with detailed information regarding the hotel, its facilities, and surrounding areas. Reply to inquiries the same day.Ensures prompt issuance of proposals, corporate/group/wholesale rate agreement and collateral requests given by DOSMAssists Director of Sales with marketing initiativesAssists Director of Sales with booking events by following up on booking procedures i.e. getting history, requesting deposits, credit/direct billing applications, credit card authorization forms etc. and follow up on group's success while on site and after event for re-booking purposes (within hotel policy)Tracks monthly production of corporate/consortia accountsActs as key administrator on Lanyon for corporate/consortia RFPs. During RFP season, Lanyon must be checked twice daily, all incoming RFPs must be submitted on timeActs as key administrator on Starcite, Cvent, Hotelplanner a.o. for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours.Conducts site inspections with clients as needed.Prepares and distributes group resumes and BEO's.Create rate codes for packages, promotions, and corporate rates and load in OperaMonitor room release dates for group blocks by running 'Blocks by cutoff date' report daily. Reviewing room' pick up/drop off on a daily basis.Meets and greets clients in a professional and hospitable manner. Being the first face for the sales and catering department for incoming calls and visitors. Also acts as liaison between Sales Director and clientsAttends sales meetings and any other meetings as required, takes minutes for meetings as requestedFiles a variety of materials and updates the sales activity trace system. Ensures a properly organized work environmentPrepares special requests and amenities as required for VIP guests and group arrivalsReplenish sales kit supplies office supply for the sales and catering team as neededAssists in the preparation of in-house sales promotions, receptions and client functionsEnsure sales share drive has all relevant and up to date files. Organizes and updates Opera accounts and contactsAttends client/association/company events as requiredActively upsells each request to maximum profitability and salesAssists in the handling of telephone and walk-in inquiriesConsults with Accounting, Front Desk, and F&B Department on billing procedures as requiredDistributes group resume & BEO's to all departments, ensure file turnover checklist is completed prior to handing definite files overMaintains and updates the directory listingsFollows-up on bookings and obtains additional information to complete the sales filesMaintains and updates the Opera databaseExpedites direct mail pieces and progressMaking individual and group reservations; add special requests and notes as necessary.Send intro letter to meeting planner requesting rooming list, VIP details, rooming list, and billing forms for all definite groupsInput group rooming lists and provide group reservation confirmations to meeting plannerAdminister group rooming list guestroom changes and cancelationsIdentify Group VIP's, upgrade to next room type as necessaryAscertain VIP client requirements/needs and ensure they are communicated to the operating departmentsEnsure for individual and group reservations hotel guarantee, deposit, and cancelation policies are adhered toEnsure credit card authorization forms and photocopy of front and back of credit card is obtained prior to guest's arrival to set up direct billingProvides clients with a level of service that meets or exceeds their expectationsAssists Director of Sales and Sales Managers in maintaining strong relationship with key accountsMaintains an updated file of potential and existing clients with detailed information profile about their potential and productionAssists Director of Sales in preparing and submitting production reports, activity reports, sales trip & expense reports, action plans, and other reports as necessary in a timely mannerParticipates in trade shows and blitzes as requiredInitiates mailings to obtain better market saturationStays current on competition and market placeConducts competitive price shopping to ensure hotel is appropriately price for all season in specific market segmentResponds to customer complaints, giving out information and resolving problems. Involves Director of Sales, Assistant General Manager, and General Manager as necessaryAssist with preparation of weekly activities and sales call plans outlining activities, proposals and business overall as necessaryAssist with preparation of profit plan, rate plan, forecasting, budgeting and any other reports as required by ManagementPhotocopies and distributes a variety of materials such as incoming and outgoing mail. Sends facsimile and email messagesEnsures Opera is supportedAssist with and facilitates sale policies and procedures, development, enhancing and implementing thereofFollows up on rooming lists, function details and deposits as requiredTypes, faxes and distributes a variety of documents such as sales contracts, event orders, proposals and letters and any other types of correspondence required. Distributes sales and statistical booking productivity reports, booking and contracts to the appropriate departmentsEnters, edits and cancels bookings in computer as requiredMaintains an updated file of clients and prospectsRecords and logs inquiriesEnsures continuous inventory of collateral of brochures and other materials for distribution/mailings to guests, tradeshows, walk-insUpdates and maintains mailing listsCompletes purchase orders for any purchase requestsComplies with hotel policies and proceduresAct as key Operator for Opera, including follow up and resolving any sales and catering issues.REQUIREMENTS:Education:Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:Experience in and administrative office environment.College or university degree.Knowledge:Knowledge of general hotel operations.Knowledge of general administrative duties.