Sales Coordinator

1 month ago

Bloomington, United States Aimbridge Hospitality Full time
Job Summary

Assist the Director of Sales and Sales Managers in achieving customer satisfaction by performing administrative duties related to guest and hotel communications through the sales team, as well as light selling duties to small groups and functions.

The incumbent may also perform light selling duties to small groups and functions as directed by the Director of Sales.

Responsibilities
  • Maintain regular attendance and comply with Aimbridge Hospitality standards.
  • Approach all encounters with guests and Associates in an attentive, friendly, courteous, and service-oriented manner.
  • Maintain high standards of personal appearance and grooming, including compliance with the Aimbridge Hospitality dress code and wearing a name tag when working.
  • Comply with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
  • Maintain sales files in an organized fashion and as per specified standards.
  • Maintain Accounts Coverage Program as applicable.
  • Answer phones, qualify incoming inquiry calls, and ensure all inquiries are dealt with accurately, timely, and in a professional manner.
  • Type sales contracts, BEOs, correspondence, reports, forms, direct mail pieces, etc., as needed by the sales team.
  • Maintain lead log and lead statistics to be used for strategic outbound sales.
  • Maintain Sales system (i.e., Delphi SalesPro, etc.) docs and ensure consistent, accurate, and working properly.
  • Assist managers on creative projects, including proposals, direct mail pieces, invitations, special events, etc.
  • Maintain timely and effective paper flow and communication within the department and to other departments.
  • Maintain flow of sales contracts through proper distribution to client team and to appropriate department head.
  • Quote prices for meeting inquiries and work with respective Sales leadership at the property (i.e., DOS, Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
  • Work with Sales leadership to detail upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
  • Distribute BEOs, Changes, Rooming Lists, Signed Contracts, Revisions, etc., to appropriate departments as it relates to meeting and groups.
  • Assist guests and clients with small changes requests, etc., and complete needed paperwork for Manager.
  • Conduct site inspections for the department as needed.
  • Enter group pickup in sales pro daily and enter preferred production in sales pro monthly.
  • Maintain constant paper flow of thank you letters for groups/functions and distribute accordingly to departments and maintain in files.
  • Monitor/Order office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral supplies, and promotional items.
  • Call clients for guarantee numbers for functions 72 hours prior, create/closes house accounts, and complete AV order.
  • Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc., as needed.
  • Attend Sales Meetings and take minutes, type, and distribute accordingly.
  • Other items as they relate to the Sales and Marketing effort of the hotel, as well as any other items as needed by the entire management staff.
  • Familiar with all Aimbridge Hospitality sales policies and house rules.
  • Ensure Associates are at all times attentive, friendly, helpful, and courteous to all guests, managers, and fellow Associates.
  • Any other duties as assigned by DOS specific to respective property.

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