Sales Coordinator

4 weeks ago

San Jose, United States Hotel De Anza Full time

At Hyatt, we believe our guests select Hyatt because of our caring and attentive associates who are focused on providing efficient service and meaningful experiences.

Summary:

The primary function of the Sales Coordinator is to oversee hotel sales systems including lead qualification, preparing reports and analysis, as well as providing administrative and logistical support to the Assistant Director of Sales. Secondary to the administrative functions of this role, the Sales Coordinator will be trained and developed to closely support, and ultimately oversee, the pre-arrival & on-site coordination for groups to ensure exceptional service during their stay.

Attention to detail, strong communication skills, fast learning, and a high level of organization, are of utmost importance. If you are a team player and looking for advancement in sales and/or events, this position provides the ideal start to a fulfilling career with Hyatt. This position is fully on-site with some weekend availability required.

Responsibilities:

  • Answer all incoming calls promptly, in an attentive, courteous, and efficient manner.
  • Answer guest inquiries about hotel services, facilities, and hours of operation.
  • Communicate and work closely with our Assistant Director of Sales concerning group bookings.
  • Maintain availability calendar and communicate all relevant information to the operations staff.
  • Maintain accurate files and reports (electronic).
  • Handle all special reservations, to include V.I.P. reservations, packages, and discounts.
  • Book and block rooms using hotel standards for Group Rooming Lists and Booking Agreements.
  • Manage the contract turnover process to ensure booking is accurate.
  • Assist with the billing process when needed
  • Assist with sending reports to clients and planners
  • Accurately produce commission and rebate requests and send to Finance Department in a timely manner.
  • Book all internal meetings
  • Assist other departments where needed
  • Host client site tours when needed
Qualifications
  • High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
  • At least 3 to 5 years of progressive experience in a hotel or related field preferred.
  • College course work in related field helpful.
  • OPERA and/or Envision System preferred
  • Computer knowledge/skills required.
  • Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous and service oriented manner.
  • Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
  • Must be able to multitask and prioritize departmental functions to meet deadlines.
  • Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
  • Attend all hotel required meetings and trainings.
  • Maintain regular attendance in compliance with Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
  • Maintain high standards of personal appearance and grooming.
  • Comply with Hotel Standards and regulations to encourage safe and efficient hotel operations.
  • Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
  • Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
  • Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
  • Must be able to cross-train in other hotel related areas.
  • Must be able to maintain confidentiality of information.
  • Must be able to show initiative, including anticipating guest or operational needs.
  • Perform other duties as requested by management.

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