Sales Coordinator

Position Title: Sales Coordinator

Department: Sales and Marketing

Reports To: Director of Sales & Marketing

FLSA Status: Non-Exempt

Prepared/Revised Date: December 2022

Position Summary

The primary role of a Sales Coordinator is to provide administrative and sales support activities for their respective Manager. Their job duties require style and service attributes that are key to creating a positive client experience.

Essential Duties and Responsibilities

• Deliver excellent customer service in an efficient manner.
• Proficiency in Opera and Salesforce is essential.
• Answer telephone in a professional manner in accordance with departmental standards and promptly follow through on any guest/client need or requests.
• Field sales inquiries, gather necessary information and pass onto appropriate Sales Manager.
• Support Sales Managers by performing various administrative tasks, including site alert notifications, sending amenities and assisting with merging Opera reports, sales contracts and Banquet Event Orders.
• Assist in providing site visits for clients/vendors/guests.
• Must thoroughly and professionally communicate with all departments regarding guest/client needs and requests.
• Maintain accurate filing, record keeping, and data entry.
• Maintain up-to-date knowledge of all property offerings, hours of operation, outlets, meeting space, and any in-house events taking place.
• Knowledge of general local area information.
• Familiarity with Checkbook accounting.
• Maintains a high level of confidentiality with all guest/client information.
• Maintain appearance and uniform standards.
• Develop and maintain positive communication and teamwork with all co-workers and supervisors.
• Handle all guest/client service issues immediately and professionally.
• Follow all policies and procedures put forth by The Hollywood Roosevelt.
• Knowledge of business travel, group, and catering sales.
• Other duties as assigned.

Knowledge and Skills

• Competencies: To ensure successful performance, an individual should demonstrate the following:
• Customer Service: Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible, whether in person or over the phone. Manages difficult or emotional customer situations. Responds promptly to customer needs and requests for service and assistance. Meets and exceeds guest expectations.
• Problem Solving: Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions. Works well in group problem solving situations and uses reason when dealing with emotional topics.
• Interpersonal Skills: Focuses on solving conflict, not blaming. Listens to others without interrupting. Keeps emotions under control. Remains open to ideas and tries new things.
• Communication: Speak with others using clear and professional language to ensure a positive experience for fellow employees and guests. Listens carefully and gets clarification if necessary. Able to read and interpret written information. Writes clearly and edits work for proper spelling and grammar.
• Computer Skills: Knowledge of Opera, Salesforce, Excel, Power Point.
• Ethics: Treats fellow employees with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.
• Professionalism: Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows all policies and procedures.
• Judgment: Displays willingness to make decisions, exhibits sound and accurate judgment, and supports and explains reasoning for decision making. Includes appropriate people in decision process and makes timely decisions.
• Planning/Organizing: Prioritizes and plans work activities, uses time efficiently and sets goals and objectives.
• Productivity: Demonstrates accuracy and thoroughness. Monitors own work to ensure quality. Meets productivity standards. Completes work in timely manner. Strives to increase productivity. Works quickly, but maintains attention to detail.
• Safety and Security: Observes safety and security procedures. Reports potentially unsafe conditions. Uses equipment and materials properly. Immediately reports any injury to Supervisor/Manager and Security.
• Adaptability: Adapts to changes in the work environment. Manages competing demands. Changes approach or method to best fit the situation. Able to deal with frequent change, delays, or unexpected events.
• Attendance/Punctuality: Is consistently at work and on time. Follows proper procedures when calling off work. Arrives at meetings and appointments on time.
• Dependability: Follows instructions and responds to management direction. Takes responsibility for own actions. Completes tasks on time or notifies appropriate person with an alternate plan.

Education and Work Experience

• High school diploma or general education degree (GED); 1 year of prior Administrative experience and/or training
• Previous Hospitality experience preferred.

Certificates, Licenses and Registrations

• None required.

Supervisory Responsibilities

Teamwork: Balances team and individual responsibilities. Exhibits objectivity and openness to team views. Gives and welcomes feedback. Contributes to building a positive team spirit. Puts success of team above own interests. Supports everyone's efforts to succeed.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand, sit, or walk for an extended period of time. The employee may frequently be required to stoop, kneel, and crouch for duration of shift (eight hours or longer). The employee will need to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move and/or push up to 50 pounds without assistance.

Qualifications

To perform this job successfully, we require at least 1 to 2 years of sales experience and an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented, possess strong organizational and time management skills and the ability to multitask. Ability to work a flexible schedule including weekdays, weekends, holiday and nights.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to compose memos, letters with limited direction.

Reasoning Ability and Computer Skills

Ability to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to effectively present information and thoroughly answer questions in one-on-one and small group situations to customers, clients, and other employees Ability to efficiently use Opera and Microsoft Office programs.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

EOE/M/F/D/V