Sales Coordinator

2 weeks ago

Buffalo New York, United States Hyatt Regency Buffalo Full time
Job Summary

We are seeking a highly organized and detail-oriented Sales Coordinator to join our team at Hyatt Regency Buffalo. As a Sales Coordinator, you will play a critical role in supporting our sales team in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications.

Responsibilities:
  • Assist Sales Managers and Catering Manager in obtaining customer satisfaction by performing clerical and administrative duties.
  • Perform light selling duties to small groups and functions as directed by the Director of Sales.
  • Maintain sales files in an organized fashion and as per specified standards.
  • Answer phones and qualify incoming inquiry calls.
  • Typing sales contracts, BEOs, correspondence, reports, forms, and direct mail pieces as needed by the sales team.
  • Maintain lead log and lead statistics to be used for strategic outbound sales.
  • Assist managers on creative projects including proposals, direct mail pieces, invitations, and special events.
  • Maintain timely and effective paper flow and communication within the department and to other departments.
  • Quote prices for meeting inquiries and work with Sales leadership to handle small groups and meetings.
  • Work with Sales leadership to detail upcoming functions, obtain guarantees, confirm arrangements, and distribute BEOs, changes, rooming lists, signed contracts, revisions, and other necessary documents.
  • Assist guests and clients with small changes requests and complete necessary paperwork for the 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/close house accounts, and complete AV orders.
  • Organize in-house deliveries, amenities, welcome letters, transportation schedules, and other necessary items as needed.
  • Attend Sales Meetings and take minutes, type, and distribute accordingly.
Requirements:
  • High School diploma or equivalent is required with College coursework in a related field preferred.
  • Experience in a hotel or a related field is also preferred.
  • Ability to type 55 wpm.
  • Proficient with Microsoft operating Systems, OnQ, and Sales Pro Enterprise.
  • Must be able to convey information and ideas clearly.
  • Must be able to evaluate and select among alternative courses of action quickly and accurately.
  • Must work well in stressful, high-pressure situations.
  • Must maintain composure and objectivity under pressure.
  • Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary.
  • Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust, or modify to meet the constraints of the particular need.
  • Must be effective at listening to, understanding, clarifying, and resolving the concerns and issues raised by coworkers and guests.
  • Must be able to work with and understand financial information and data and basic arithmetic functions.
Benefits:
  • After an initial waiting period, those hired into full-time positions are eligible for a competitive benefits package that includes medical, dental, and vision coverage, short-term and long-term disability income, term life and AD&D insurance, paid time off, employee assistance program, and 401k retirement plan.

Hyatt Regency Buffalo is the hotel destination in Upstate New York for work and play, with direct conference center access, a spa, and rooftop pool. Stay walking distance from the waterfront, KeyBank Center, and Shea's Buffalo Theatre.

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