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Sales Operations Coordinator

2 months ago

Bismarck, North Dakota, United States Residence Bismarck North Full time

Job Overview:

Support the Sales Director, Sales Managers, and Catering Manager in ensuring customer satisfaction by executing clerical and administrative tasks related to guest and hotel communications through the sales team. The role may also involve light selling activities for small groups and events as directed by the Sales Director.

Qualifications:

  • High School diploma or equivalent is required; college coursework in a related field is preferred. Experience in hospitality or a related sector is also advantageous.
  • Typing speed of 55 words per minute.
  • Proficient in Microsoft operating systems, OnQ, and Sales Pro Enterprise.
  • Ability to communicate information and ideas clearly.
  • Quickly and accurately evaluate and select among alternative courses of action.
  • Ability to perform well in high-pressure situations.
  • Maintain composure and objectivity under stress.
  • Effectively handle workplace problems, including anticipating, preventing, identifying, and resolving issues as necessary.
  • Ability to assimilate complex information from various sources and adjust to meet specific needs.
  • Effective listening skills to understand, clarify, and resolve concerns raised by colleagues and guests.
  • Ability to work with financial information and perform basic arithmetic functions.

Key Responsibilities:

  • Approach all interactions with guests and associates in a friendly, courteous, and service-oriented manner.
  • Maintain regular attendance in accordance with company standards, which may vary based on hotel needs.
  • Uphold high standards of personal appearance and grooming, including compliance with the dress code.
  • Adhere to company standards and regulations to promote safe and efficient hotel operations.
  • Organize and maintain sales files according to specified standards.
  • Implement the Accounts Coverage Program as applicable.
  • Be aware of established departmental goals and contribute to achieving or exceeding these objectives.
  • Answer phone calls, qualify incoming inquiries, and ensure all inquiries are addressed accurately and professionally.
  • Prepare sales contracts, BEOs, correspondence, reports, and other documents as needed by the sales team.
  • Maintain a lead log and statistics for strategic outbound sales efforts.
  • Ensure the sales system (e.g., Delphi SalesPro) is consistently accurate and functioning properly.
  • Assist managers with creative projects, including proposals, direct mail pieces, invitations, and special events.
  • Facilitate timely and effective communication within the department and with other departments.
  • Manage the flow of sales contracts, ensuring proper distribution to clients and relevant department heads.
  • Provide quotes for meeting inquiries and collaborate with sales leadership for small group arrangements.
  • Work with sales leadership to detail upcoming functions, obtain guarantees, and confirm arrangements.
  • Distribute BEOs, changes, rooming lists, signed contracts, and revisions to appropriate departments.
  • Assist guests and clients with minor requests and complete necessary paperwork for management.
  • Conduct site inspections for the department as required.
  • Enter group pickup data and preferred production into the sales system as needed.
  • Maintain a consistent flow of thank-you letters for groups/functions and distribute accordingly.
  • Monitor and order office supplies and sales collateral to ensure adequate stock levels.
  • Contact clients for guarantee numbers for functions and complete necessary orders.
  • Organize in-house deliveries, amenities, welcome letters, and transportation schedules as needed.
  • Attend sales meetings, take minutes, and distribute them as required.
  • Perform other duties related to the sales and marketing efforts of the hotel as assigned by management.
  • Familiarize oneself with all company sales policies and house rules.
  • Ensure associates are consistently attentive, friendly, helpful, and courteous to all guests and colleagues.
  • Any other duties assigned by the Director of Sales specific to the property.

Company Overview:

As a leader in third-party hotel management, our expanding portfolio includes over 1,550 hotels across various locations, representing top international lodging brands to luxury hotels and lifestyle resorts. Our associates are dedicated to providing exceptional service and achieving outstanding results, thriving in a culture that inspires excellence.

Benefits:

After an initial waiting period, full-time employees are eligible for a competitive benefits package that includes:

  • Daily Pay options available.
  • Medical, Dental, and Vision Coverage.
  • Short-Term and Long-Term Disability Income.
  • Term Life and AD&D Insurance.
  • Paid Time Off.
  • Employee Assistance Program.
  • 401k Retirement Plan.