Sales Coordinator

2 weeks ago

New York, New York, United States Highgate Full time
Sales Coordinator Job Description

Highgate Hotels is seeking a highly skilled Sales Coordinator to join our team. As a Sales Coordinator, you will play a crucial role in assisting the Sales Department in achieving financial objectives through the use of software applications, maintenance, and management of all sales-related client and corporate information records.

Key Responsibilities:
  • Compile information to assist the Director of Sales and Marketing (DOSM) in producing Month End Reports for Group Sales
  • Run Sales Reports and manage Delphi to PMS Interface
  • Optimize room rental charges and ensure all billing requirements are met
  • Assist in referring hotel contacts to the sales team to re-book successful functions by executing excellent customer service
  • Monitor group room blocks and pick up, generate detailed resumes for the operating departments
  • Assist sales team in creating strong, effective, personable, and professional communications with prospective and returning hotel clients
  • Prepare correspondence such as customer appreciation letters, group proposals, and contracts, and help facilitate promotions
  • Report any incidents of guest dissatisfaction or other matters of significance to the manager so that corrective measures may be taken
  • Attend stand-up and weekly staff departments as needed
  • Ensure maintenance problems are promptly reported through proper channels
  • Make room reservations as needed and ensure delivery of amenities
  • Process purchase orders and special requests
  • Enter and maintain all group blocks, rooming lists, and rooms in Delphi and Opera
  • Consistent and ongoing audit of group blocks in Delphi and Opera
  • Communicate with sales regarding upcoming group cut-off dates and group wash
  • Entering and maintaining accurate rooming lists
  • Identify commissionable groups and attain IATA number and/or W9 form for payment
  • Initiate commission check requests
  • Prepare necessary reports from Forecast, PACE reports, Lost Business Reports, Inquiries, Booking Reports, Trace Reports
  • Review all group resumes ensuring payment, deposits, etc. routing/billing are correct
  • Review all group resumes for VIPs, special instructions, upgrades, etc.
  • Enter group pickup in Delphi immediately following group's departure
  • Produce attrition reports as groups depart based on above group pickup for accounting and group sales manager's production reports
  • Ability to work with outside vendors to ensure client satisfaction
  • Administrative support - typing, filing, answer phones, and distribution of mail
  • Build all reservations for all Wholesale and OTA sent directly to property
  • Other duties as required, related to Sales related systems or hotel operations
Requirements:
  • At least three years of progressive experience in a hotel or a related field required
  • High School diploma or equivalent required
  • College coursework in a related field helpful
  • Must possess computer skills, including, but not limited to, use of MS Word and Excel. Knowledge of Delphi and Opera a plus
  • At least one year experience, including Word, Excel, Power Point, Outlook
  • Experience in an Internet or Intranet environment helpful
  • Knowledge of Request for Proposal (RFP) process and/or Corporate Volume Accounts helpful
  • Newmarket Sales & Catering Systems (Delphi) and Opera experience preferred
  • Long hours sometimes required
  • Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects
  • Maintain a warm and friendly demeanor at all times
  • Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner
  • Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests
  • Must be able to multitask and prioritize departmental functions to meet deadlines
  • Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner
  • Attend all hotel required meetings and trainings
  • Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel
  • Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag
  • Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations
  • Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions
  • Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary
  • Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives
  • Must be able to cross-train in other hotel-related areas
  • Must be able to maintain confidentiality of information
  • Must be able to show initiative, including anticipating guest or operational needs
  • Perform other duties as requested by management

Salary: $25/hourly

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