Sales Coordinator

1 week ago

Chicago, Illinois, United States Aimbridge Hospitality Full time
Job Summary

We are seeking a highly organized and detail-oriented Sales Coordinator to join our team at Aimbridge Hospitality. 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
  • Qualifications:
    • 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.
  • Job Responsibilities:
    • Approaches all encounters with guests and Associates in an attentive, friendly, courteous, and service-oriented manner.
    • Maintains regular attendance in compliance with Aimbridge Hospitality standards as required by scheduling, which will vary according to the needs of the hotel. Possible weekends and holidays based on business demands.
    • Maintains high standards of personal appearance and grooming, which include compliance with the Aimbridge Hospitality dress code and wearing a name tag when working (per brand standards).
    • Complies at all times with Aimbridge Hospitality standards and regulations to encourage safe and efficient hotel operations.
    • Maintains Sales files in an organized fashion and as per specified standards.
    • Maintains Accounts Coverage Program as applicable.
    • Demonstrates awareness of established goals for each department and the role played in the Sales process to achieve and/or exceed these goals.
    • Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately, timely, and in a professional manner.
    • Types sales contracts, BEOs, correspondence, reports, forms, directs mail pieces, etc. as needed by the sales team.
    • Maintains lead log and lead statistics to be used for strategic outbound sales.
    • Maintains Sales system (i.e. Delphi SalesPro, etc.) docs and ensures consistent, accurate, and working properly.
    • Assists managers on creative projects, including proposals, direct mail pieces, invitations, special events, etc.
    • Maintains timely and effective paper flow and communication within the department and to other departments.
    • Maintains flow of sales contracts through proper distribution to client team and to appropriate department head.
    • Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS, Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
    • Works with Sales leadership to detail upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
    • Distributes BEOs, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups.
    • Assists guests and clients with small changes requests, etc. and completes needed paperwork for Manager.
    • Conducts site inspections for the department as needed.
    • Enters group pickup in sales pro daily and enters preferred production in sales pro monthly.
    • Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
    • Monitors/Orders office supplies and sales collateral to ensure we are properly stocked at all times with full packets collateral supplies and promotional items.
    • Calls clients for guarantee numbers for functions 72 hours prior, creates/closes house accounts, and complete AV order.
    • Organizes in-house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
    • Attends Sales Meetings and takes minutes, types, and distributes accordingly.
    • Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by the entire management staff.
    • Familiar with all Aimbridge Hospitality sales policies and house rules.
    • Ensures Associates are at all times attentive, friendly, helpful, and courteous to all guests, managers, and fellow Associates.
    • Any other duties as assigned by DOS specific to respective property.

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