Area Sales Coordinator (Full Time)

Division:  Management & Non-Union (MAN010)

Primary Responsibilities:  The Area Leisure Sales Coordinator will be responsible for supporting the Prince Resorts Hawaii (PRH) Leisure Sales Department.  This position will be responsible to support the administrative tasks of the Domestic/International Leisure Sales Department and develop relationships with luxury travel advisors, client partners and hotel departments for three unique properties including the Mauna Kea Beach Hotel, The Westin Hapuna Beach Resort and the Prince Waikiki.   

Essential Duties:

1. Support a small and diverse sales team of Directors and Managers with implementing strategies and operational tasks within the luxury and leisure market.
2. Assist the leisure team with miscellaneous client inquiries and proactively work with other internal departments in all requests, bookings and opportunities.
3. Establish rapport and develop personal relationships with accounts through routine engagements, further supporting sales strategy and account development.
4. Process all automated consortia VIP requests in a timely manner.
5. Maintain leisure activity calendar with all correlating details.
6. Work with the Leisure Sales and Marketing Department with audits throughout the year to ensure hotel content and promotions are up to date in all channels including wholesale, travel agency and consortia websites as well as GDS.
7. Serve as LUMINOUS Ambassador, maintaining consistency in guest service, both internally on program expertise and requirements and for all LUMINOUS travel advisor inquiries.
8. Manage ancillary Leisure Sales and LUMINOUS email inboxes.
9. Follow up on all customer inquiries within 24 hours upon receiving on behalf of the department.
10. Assist the leisure team in marketing creation requests to the Marketing Team and organization of sales tools such as digital assets, flyers, image galleries, logos, power point presentations, and sales docs.
11. Build and maintain account database in company CRM and Delphi through information gathered from routine correspondence, sales engagements, sales trips, fams, site inspections and other lists obtained.
12. Regularly prospect for new account opportunities utilizing tools including Agency360 and travel agent commission reports for Directors and Managers to follow up and further solicit.
13. Expertly oversee and maintain meticulous file organization for the department, ensuring accessibility and efficiency in data retrieval.
14. Draft and prepare sales-related documents, including contracts, proposals, advisement letters, sales spreadsheets, and various reports for team as necessary.
15. Maintain all wholesale promotion, account lists, department and client information for the department.
16. Create and distribute alerts/advisements on any site tours and VIP customers to all departments in a timely matter.
17. Assist in customizing personalized messages and process all amenity requests for sales clients and extended customers.
18. Work closely with each hotel's reservations department to process all client stay bookings and create special touch points/reminders on each booking to ensure details are communicated with the Operations Departments.
19. Maintain a clean trace file for all client and customer VIP reservations and work with each Hotel's Operations Department to ensure all details and touch points are set and executed.
20. Assist Area Director of Leisure Sales in all contracting and turnover procedures for wholesale contracts and addendums to our client partners and internally within the Operations Department at each hotel.
21. Assist department in any booking or billing issues with wholesale or travel agent partners.
22. Conduct ongoing comp set analysis and other trends relevant to each property throughout the year.
23. Support the Director and Managers in updating all client contact lists and sending a follow up email to customers post sales trips, tradeshows and familiarization groups.
24. Research and provide creative content and input to the ongoing PRH Travel Agent Newsletter and team initiatives.
25. Prepare and coordinate all sales collateral, client gifts, tradeshow material, and other sales needs for sales trips and initiatives.
26. Coordinate, plan, and assist Directors/Managers as needed for client site tours, meetings, presentations, webinars and familiarization groups while sometimes performing the site tours and client engagements on behalf of the team.
27. Support team with promotional swag/client gift/amenity items and manage the inventory for the department and each hotel as needed.
28. Process all monthly invoices and expense reports for Directors and Managers.
29. Run monthly reports and assist in other projects as assigned.

Other Duties:

1. Perform other related duties as assigned or required.

Working Conditions: 

1. Normal office conditions, sitting, lifting, standing.
2. Must be extremely organized and able to multi-task in a high demand and fast paced environment while supporting multiple Managers both in-person and virtually.
3. Ability to adapt to changing circumstances and work effectively with a hybrid workforce.
4. Demonstrated ability to work independently with minimal oversight from managers.
5. Must have excellent attention to detail and follow up.
6. Some outdoors when providing site tours of the hotel or greeting clients.
7. Must be able to travel off island or out of state if required.

Work Hours: 

1. Must be able to work schedule determined by the Director of Leisure and Sales Managers.
2. Must be able to work in excess of 40 hours per week if required.

Equipment Use:

1. Demonstrated strong proficiency use of computers, resorts and sales applications and other company system software including but not limited to:  Opera, Marsha, Microsoft Office, PowerPoint, Excel, Google Workspace, and revenue/business applications.
2. Ability to use various office equipment and applications.
3. Must have access to a vehicle and valid driver's license.

Mental and Physical Demands:

1. Ability to multi-task and work in a fast-paced and high demand environment.
2. Proven experience in a role requiring extensive collaboration with remote team members.
3. Capable of staying organized while managing multiple projects simultaneously within tight timelines without sacrificing quality or accuracy of output.
4. Able to manage stressful and challenging situations in a calm and professional manner.
5. Able to stand and walk up to 3 hours in a day to meet with clients, conduct tours, meet with departments, and attend meetings.
6. Able to sit at a desk to do administrative duties.
7. Travel on airplanes; carry luggage and sales and marketing material.
8. Lift, carry, push, and pull up to 50 lbs.
9. Be mobile for travel, walking, lifting 50 lbs.

Communication Demands:

1. Proven success or competent in working with remote teams and communicating by virtual meetings successfully with colleagues and clients across multiple platforms (email/chat/video conferencing).
2. Exceptional proficiency in virtual communication tools.
3. Address customer issues with tact and diplomacy and handle guest complaints, escalating as necessary.
4. Efficiently liaise between departments to streamline communication and enhance organizational effectiveness.
5. Must have strong and polished interpersonal, verbal, and written communication skills.
6. Able to conduct presentations to large or small groups of people in a professional manner if needed.
7. Must be able to receive feedback and coaching as necessary.

Minimum Qualification Requirements:

1. Hospitality Diploma or bachelor's degree with previous experience working in sales, hotels or other similar/related field of work in the hospitality industry.
2. Ideal candidate will have a minimum of two years working in a similar administrative role within sales and marketing.
3. Position will be based on either the island of Oahu or Island of Hawaii and must be able to relocate if currently not based in Hawaii.
4. Position requires a high level of proficiency in virtual communication tools, adaptability to various time zones, and the ability to operate effectively in virtual communication.