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Client Relations Coordinator

2 months ago

Bonita Springs, Florida, United States Holiday Exp Naples Full time

Job Overview:

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

Qualifications:

  • A high school diploma or equivalent is mandatory, with preferred coursework in a related field. Experience in hospitality or a similar sector is advantageous.
  • Typing proficiency of 55 words per minute.
  • Familiarity with Microsoft operating systems, OnQ, and Sales Pro Enterprise.
  • Ability to communicate information and ideas effectively.
  • Quick and accurate evaluation and selection among alternative courses of action.
  • Ability to perform well in high-pressure situations.
  • Maintain composure and objectivity under stress.
  • Effective problem-solving skills, including anticipation, prevention, identification, and resolution of issues.
  • Capability to assimilate complex information from various sources and adapt it to meet specific needs.
  • Strong listening skills to understand, clarify, and resolve concerns raised by colleagues and guests.
  • Basic understanding of financial information and arithmetic functions.

Key Responsibilities:

  • Engage with guests and associates in a friendly, attentive, and service-oriented manner.
  • Adhere to attendance standards as per company policies, with scheduling flexibility to meet hotel needs.
  • Uphold high standards of personal appearance and grooming in accordance with company dress code.
  • Comply with company standards and regulations to promote safe and efficient hotel operations.
  • Organize and maintain sales files in accordance with specified standards.
  • Implement the Accounts Coverage Program as applicable.
  • Be aware of departmental goals and contribute to achieving or exceeding these objectives.
  • Handle incoming calls professionally, ensuring all inquiries are addressed accurately and promptly.
  • Prepare sales contracts, BEOs, correspondence, reports, and other documents as required by the sales team.
  • Maintain a lead log and statistics for strategic outbound sales efforts.
  • Ensure the sales system (e.g., Delphi SalesPro) is functioning correctly and is updated consistently.
  • Assist managers with creative projects, including proposals, direct mail, invitations, and special events.
  • Facilitate effective communication and paper flow within the department and with other departments.
  • Manage the distribution of sales contracts to the client team 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, confirming arrangements as needed.
  • Distribute BEOs, changes, rooming lists, signed contracts, and revisions to the 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 regularly.
  • Maintain a steady flow of thank-you letters for groups/functions and manage their distribution.
  • Monitor and order office supplies and sales materials to ensure adequate stock levels.
  • Contact clients for guarantee numbers for functions and manage related accounts.
  • Organize in-house deliveries, welcome letters, and transportation schedules as necessary.
  • Participate in sales meetings, taking minutes and distributing them appropriately.
  • Perform additional tasks 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 maintain a friendly, helpful, and courteous demeanor towards all guests and team members.
  • Complete 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 encompasses over 1,550 hotels across various locations, representing top international lodging brands to luxury hotels and resorts. Our dedicated associates are committed to delivering exceptional service and results, thriving in a culture that inspires excellence. Join us and explore a world of opportunities.

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.