Sales Coordinator

2 weeks ago

New York, United States Rosewood Hotel Group Full time

Job Title Sales Coordinator Education Some College Coursework Completed Location The Carlyle, A Rosewood Hotel - NY, NY 10021 US (Primary)

Compensation Currency USD * Maintain complete knowledge of and comply with all departmental/hotel policies, service procedures and standards.

* Understand all packages/ promotions/ availability and partnerships.

* Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.

* Be able to conduct site tours of the property.

* Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly environment.

* Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc

* Answer all sales and catering telephone inquiries in a pleasant, courteous, and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.

* Maintain complete knowledge of clients requirements for in-house groups.

* Work with other departments, Sales, Finance and Operations to ensure successful handling of group and event business and timely collection of bills.

* Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint

* Process all purchase orders and special requests. Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis.

* Use Salesforce (Delphi DFC) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses, as necessary.

* Ensure that all entries in Salesforce (Delphi DFC) are accurate including setting up a file trace system for each booking.

* Weekly update GRC for scheduled meeting.

* Run resume and pre-con meetings with clients and hotel in conjunction with Operations and Sales Managers as required.

* Build and maintain Group Blocks in OPERA - load notes and traces into PMS for all group guests.

* Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.

* Assist with all guest preferences and arrangements prior to arrival.

* Pre-arrival communication with guests to ensure we are fully prepared for their arrival.

* Retrieve and organize BEOs according to departmental standards; make note of changes as received from Catering and post function sheets for the next 7 days.

* Prepare BEOs and distribute to F&B team

* Issue weekly 30-day future catering reports

* Conduct weekly BEO meetings with F&B Team, MD, and Front Office

* Medical, dental, vision and retirement benefits

* Paid holidays

* We encourage personal and professional growth. Continue the Rosewood Journey through global talent development opportunities.

Job Requirements ***Qualifications***

* **Experience:** Preferred 1-2 years operational or administrative experience for a luxury or ultra-luxury hotel/resort. Preferred work experience to be in the Sales and Catering.

* **Education:** High school diploma or equivalent education required. Bachelors Degree or an equivalent degree in Hotel Management preferred.

* **General Skills:** Must be able to perform job functions with attention to detail, speed, and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guests service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

* **Technical Skills:** Advanced math skills; ability to produce complex reports using room data and Microsoft Excel. Knowledge of accommodating room capacities; knowledge of all styles of room set-ups, standard equipment involved and proper handling of such; knowledge of organizing set-up requirements from information on Resumes and BEOs; knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces; familiarity with cost controls; ability to ascertain departmental training needs and provide such training; ability to direct performance of staff and follow up with corrections when needed.

* **Language:** Required to speak, read, and write English, with fluency in other languages preferred.

* **Physical Requirements**: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

* **Systems Knowledge**: Previous Opera and Salesforce (Delphi DFC) systems experience is preferred. Proficient with Windows Office, Excel, Outlook, Powerpoint, Publisher. Ability to trouble shoot reservations and systems issues.

* **Schedule**: Flexible availability is required for this position to include days, evenings, weekends, and holidays.

EEO-1 Code: 570

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