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Sales and Marketing Coordinator

1 month ago

Uniondale, New York, United States Blue Sky Hospitality Solutions Full time
Job Summary

The Sales and Marketing Coordinator is responsible for providing administrative support to the Sales and Marketing team, Director of Sales, and General Manager. This role requires a high level of organization, communication, and problem-solving skills.

Key Responsibilities
  • Answer telephone calls and respond to inquiries in a professional manner.
  • Maintain accurate records of group and catering bookings, including traces, room pickup, catering revenue, turnover items, letters, emails, deposits, billing, and other relevant information.
  • Prepare contracts, BEOs, and group resumes for approval and distribution to applicable departments.
  • Coordinate group needs with various departments to ensure seamless execution of services.
  • Generate reports, prepare proposals, and collect details related to client and supplier interactions.
  • Assemble information packages, including brochures, promotional materials, and sales demo kits, to send to guests inquiring about the property.
  • Ensure timely delivery of group room contracts to clients and follow up to confirm receipt.
  • Verify accuracy and completeness of documents produced by the Sales Department, including BEOs, contracts, rooming lists, and proposals.
  • Respond to customer complaints and provide after-sales support as needed.
  • Manage guest requests, inquiries, and complaints in a timely and professional manner.
  • Follow up with guests to maintain high levels of satisfaction and quality service.
  • Participate in internal meetings, conference calls, and other communications required for this position.
  • Record, transcribe, and distribute meeting minutes.
  • Handle individual reservations for VIP clients and enter rooming lists for group bookings.
  • Ensure proper handling of arrangements, including upgrades, billing, and room blocking requests, in coordination with other departments.
  • Follow up with past client events by sending surveys and compiling guest feedback for distribution to Department Heads.
  • Assist with marketing programs, including researching new corporate and group business opportunities to influence hotel room nights, function, and catering sales.
  • Support the sales team by managing schedules, appointments, travel arrangements, and filing important documents.
  • Arrange and coordinate meetings, events, and appointments.
  • Adhere to hotel safety policies and procedures and use safety equipment as needed to ensure team member safety.
  • Report accidents and injuries in a timely manner.
  • Maintain a clean and organized work area to ensure safe and efficient job performance.
Requirements
  • High school diploma or equivalent required; some college preferred.
  • Minimum of two years of hotel experience in Reservations or Front Desk required.
  • Proficiency in OnQ, R&I, and SalesPro a plus.
  • Proficient in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook).
  • Working knowledge of hotel facilities, capacities, and room dimensions, as well as competitive hotels.
  • Ability to effectively communicate in English, both written and oral.
  • Ability to take initiative, work under pressure, and meet deadlines.
  • Ability to prioritize, organize, and follow up.
  • Ability to establish and maintain effective working relationships with team members and customers.
  • Able to effectively deal with internal and external customers, requiring high levels of patience, tact, and diplomacy.
  • Comply with attendance rules and be available to work varied shifts, including weekdays, evenings, weekends, and holidays as needed.
  • Maintain high standards of personal appearance and grooming, including wearing the proper uniform and nametag.