Sales Coordinator

4 weeks ago

Columbus, Ohio, United States Aloft OSU Full time
Job Title: Sales & Service Coordinator

Join the Aloft at OSU team as a Sales & Service Coordinator, providing administrative support to the sales department and contributing to the success of our hotel.

Key Responsibilities:
  • Contract management and review, ensuring timely approval and distribution.
  • Group setup and rate loading in OnQ, collaborating with the Revenue Manager as needed.
  • Distribute group resumes and BEOs for completion and review prior to staff meetings.
  • Compile packets and information for staff meetings, maintaining and distributing GRC for sales meetings.
  • Maintain group files and permanent files, ensuring accurate and up-to-date information.
  • Direct liaison with designated accounts for rooming lists and purchase orders, ensuring accurate processing and distribution.
  • Establish and maintain sales files, break down, review, and file group information after groups are past, ensuring pickup numbers are in Delphi.
  • Act as the lead catcher with the CVB for lead retrieval, responding to CVB for pickup reports and confirmation reports.
  • Inquiry information from inbound telephone and walk-ins, complete inquiry forms, and forward to the DOS or assigned sales manager.
  • Book short-term and social rooms only groups based on guidelines set by the DOS and VP Sales and Marketing, fewer than 30 rooms peak.
  • Update hotel information for sales packets and maintain stock of sales packets for sales managers, inventory, and maintain stock of sales-related items.
  • Assist the DOS with miscellaneous monthly reports, marketing information, mailings, and blast emailing.
  • Conduct hotel tours for walk-ins if no sales manager is available.
  • Manage showroom needs for sales managers, including inspecting rooms to ensure cleanliness and functionality, coordinating with Housekeeping.
  • Distribute completed Site Inspection Forms, VIP Guest, or Amenity Forms.
  • Reservation-related duties, assisting with extended stay requests, downloading and inputting rooming lists from third-party reservation systems, and group reservations with specific needs/problems.
  • Send, receive, and file Direct Bill/Purchase Order information for accounts, ensuring Front Desk Manager/Accounting has information to set up Direct Bill accounts.
  • Send, receive, and file credit card authorization information for requested accounts, ensuring a copy of cc information is forwarded to Front Desk, including permanent authorizations, keeping a copy in permanent files.
  • Ensure any billing information is on all resumes and forwarded to Front Desk.
  • Complete and monitor all Fast Pay accounts with Hilton Hotel properties.
  • Miscellaneous duties, including assisting the DOS in keeping the Sales Department informed of new programs, distributing information, and monthly reports, and assisting sales staff in special projects as required.
Qualifications:
  • High School Diploma, College preferred.
  • Prior hotel experience preferred.
  • Good communication skills, both verbal and written.
  • Basic computational ability and knowledge of computer accounting programs.
  • Math skills and budgetary analysis capabilities.
  • Knowledge of sales skills and knowledge of other and competitive markets.
Language Skills:
  • Must be able to speak, read, write, and understand English.
  • Ability to work with staff that speaks different languages.
  • Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
  • Ability to effectively present information to executive staff.
Equipment/Computer Expertise:
  • Basic computing skills, including Microsoft Word, Excel, and Sales System Software.
  • Typing skills and ability to operate standard office equipment, including copiers, telefaxes, multiple-line telephone systems, 10-key, etc.
  • Maintaining hotel social media.
Customer Satisfaction:

Our customers are what we are about. One of the keys to a positive guest experience is positive interaction with Indus Hotels and Individual Hotel staff. It is essential that you remain professional at all times, and that you treat all guests and associates with courtesy and respect, under all circumstances.

Work Habits:

In order to maintain a positive guest and associate experience, your work habits should always meet and strive to exceed hotel standards for work procedures, dress, grooming, punctuality, and attendance. You should be adaptable to change in your work area and in hotel procedures with a willingness to learn new skills and/or improve existing ones, have the ability to solve routine problems that occur on the job, and ask for help whenever you are not sure how to do something.

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