Sales Coordinator

The Karol Hotel is a boutique hotel located in the Feather Sound area of Clearwater, FL, convenient to the beaches, St Pete, and Tampa. The Karol features 123 rooms and suites, and features Katch Restaurant and Vantage Rooftop Bar, along with ballrooms and conference rooms to host events. The Karol Hotel is part of Marriott's Tribute Portfolio.

The Sales Coordinator at The Karol Hotel will assist the sales team in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling and event detailing duties to small special groups and functions. This position requires prior experience with Marriott.

Essential Functions

• Approach all encounters with guests and employees in a friendly, service-oriented manner.
• Maintain regular attendance in scheduling, Marriott, and Princess K Investments LLC standards, as required by scheduling which will vary according to the needs of the hotel.
• Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees.
• Type and process all contracts, proposals, memos, and general correspondence for Sales and Events Team.
• Process and distribute all event orders, banquet checks, revisions, guarantees, event reports, group resumes and Daily Event Sheets for the Events Team.
• Answer phones for sales/catering staff if not picked up by third ring. Record messages as appropriate. Qualify incoming inquiry calls and ensure all inquiries are dealt with accurately, timely and in a professional manner.
• Qualify all new sales leads and enter in this information using sales techniques that maximize revenue while maintaining existing guest loyalty to Marriott. Enter, retrieve, reconcile, and verify information (e.g., commissions, leads, third parties) in software involved in the sales process.
• Employees must always be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
• Type, process and distribute all RFPs as directed by Director of Sales.
• Type sales contracts, banquet event orders (BEOs), correspondence, reports, forms, direct mail pieces, etc., as needed by sales and events team.
• Assist managers on creative projects including proposals, direct mail pieces, invitations, flyers, special events, etc.
• Answer quest questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, special events).
• Maintain timely and effective paper flow and communication within department and to other departments.
• Maintain flow of sales contracts through proper distribution to clients, internal teams, and to appropriate dept. heads.
• Work with Events Team on detailing upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
• Assist guests and clients with small changes, requests, etc., and completes needed paperwork for the Manager.
• Site inspections for the department as needed including meeting with walk-ins if sales team is unavailable.
• Enters all group leads, builds opportunities and quotes in CI/TY
• Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
• Monitor/Ordering of office supplies and sales collateral to ensure we are always stocked with full banquet menus packets, wedding packages, collateral, supplies and promotional items.
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
• Promote awareness of brand image internally and externally.
• Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
• Coordinate and prepare BEOs for special events as directly by General Manager or Director of Sales.
• Perform other reasonable job duties as requested by the General Manager and Director of Sales.

Hospitality/Conduct Requirements

Knowledgeable of and follow the company's mission statement and values. Understand who our guests are and how we service our guests, demonstrate professionalism, take ownership and ensure guest satisfaction. Advance Marriott's Art of Brilliant Hosting. Maintain high standards of personal appearance and grooming, which include wearing the proper uniform. Always comply with Marriott and Princess K Investments LLC standards and regulations to encourage safe and efficient hotel operations.

Position Requirements

• Marriott experience required. This position uses a variety of Marriott sales software tools, and we require someone who has experience with these specific systems.
• Proficiency in Marriott software, including Lightspeed and Marriott CI/TY.
• Two or four year degree from a college or university or equivalent combination of education and experience.
• Knowledge of various food service styles (i.e., ethnic weddings, and butler style service).
• Knowledge of menu development / familiarity with food and beverage cost control.
• Strong computer skills including excellent knowledge of Word and Excel software programs.
• Perform job functions with attention to detail, accuracy and speed to meet deadlines.
• Multi-task, prioritize, organize, delegate work and follow through. Analyze and resolve problems.
• Ability to plan and develop procedures on all sales programs.
• Must be able to work extended hours including weekends and holidays.
• Keep current in event management trends.
• Attend community events and industry meetings.
• Knowledge of market trends, competition and key customers of the hotel.
• Proficiency in the English language both written and verbal.

Physical Demands

• Flexible and long hours sometimes required.
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Ability to sit or stand for extended periods of time
• Ability to communicate clearly
• Corrected vision to normal range
• Ability to travel, domestically and internationally

Mental Demands

• Make sound judgments quickly
• Work on multiple tasks, making appropriate progress towards deadlines
• Able to work independently, take direction and provide direction to others
• Manage differing personalities within the office, the hotel and the community
• Maintain the highest degree of confidentiality
• Ability to work effectively in stressful, high pressure situations
• Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary