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Sales Coordinator

2 months ago

New York County New York, United States Kimpton Hotel Theta Full time
Job Summary

We are seeking a highly organized and detail-oriented Sales Coordinator to join our team at Kimpton Hotel Theta. The successful candidate will assist 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 to analyze sales data and identify trends
  • Manage Delphi to PMS Interface to ensure seamless communication between systems
  • Optimize room rental charges to maximize revenue
  • Ensure all billing requirements are met in a timely and accurate manner
  • Assist in referring hotel contacts to the sales team to re-book successful functions
  • Perform hotel site inspections and client presentations to build relationships and drive sales
  • Monitor group room blocks and pick up, generate detailed resumes for the operating departments
  • Must possess the ability to cultivate strong customer relationships, understand hotel catering and rooms operations with strong administrative skills and the ability to multitask and work under a fast-paced environment
  • 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 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 on-going 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 VIP's, 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 reservation 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 course work in 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
Working Conditions

The Sales Coordinator will work in a fast-paced hotel environment and must be able to multitask and prioritize departmental functions to meet deadlines. The successful candidate will be able to maintain a warm and friendly demeanor at all times and effectively communicate with all levels of employees and guests.

The Sales Coordinator will be required to attend all hotel required meetings and trainings and maintain regular attendance in compliance with Highgate Hotel Standards. The successful candidate will also be required to maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.

The Sales Coordinator will be responsible for complying with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations. The successful candidate will also be required to maximize efforts towards productivity, identify problem areas and assist in implementing solutions.

The Sales Coordinator will be expected to handle problems, including anticipating, preventing, identifying and solving problems as necessary. The successful candidate will also be required to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.

The Sales Coordinator will be required to cross-train in other hotel related areas and maintain confidentiality of information. The successful candidate will also be required to show initiative, including anticipating guest or operational needs.

The Sales Coordinator will be responsible for performing other duties as requested by management.