Outside Sales Coordinator

SUMMARY
The Outside Sales Representative is responsible for ensuring that the Kwataqnuk Resort & Casino meets or exceeds its group travel, conference, and event goals in both revenue and annual growth. They will be the first point of contact for new clientele as well as for returning clients booking banquet space and room blocks. The Outside Sales Representative will drive revenue through sales abilities including but not limited to in-office phone calls as well as in person sales calls in the field, trade shows, and other public events.
This individual will also perform a wide range of clerical and administrative duties to support the daily operation of the Sales and Marketing Department.
DUTIES & RESPONSIBILITIES

• Answer telephones in the Sales Office and respond to telephone inquiries about room blocks, banquet space, and catering needs.
• Develop and maintain positive working relationships with others and support the sales team to reach both its growth and revenue goals.
• Develop a sales plan to ensure the widest reach of potential customers and help develop marketing tools such as informational material and photo libraries that will help in securing revenue growth.
• Locate and attend public events that may lead to future guest visits, conferences, and other group events including trade shows, wedding fairs, etc.
• Identify and make in person sales calls across the region of Montana, Idaho, and Canada to potential clientele, for example associations, companies, board of directors, and other events such as fundraisers and seminars.
• Develop contacts by participating in groups such as the MHLA Sales and Marketing Council and Montana State Association of Executives.
• Develop strong relationships with repeat customers such as Banquet and Conference Coordinators, Local and Regional Tribal Entities, Athletic Directors, and Tour Bus Operators.
• Develop and maintain a strong and positive image in both our local and tribal communities.
• Ensure prompt responses for all inquiries by telephone & email.
• Ensure that all the administrative documents are prepared for the hotel sales team and included in the BEO.
• Ensure orders and requisitions for catering and banquet departments are completed.
• Responsible for attending periodic sales meetings and regular follow-ups.
• Respond and act upon special requirements requested by the customer.
• Update event calendars.
• Perform all duties as deemed necessary for the success of the department.
• Master Banquet & Catering Event Billing.
• Guiding Event Service Managers and providing administrative support.
• Responsible for in-house displays (including digital screen, marque board, and display boards in elevators, etc.).
• Maintains thorough knowledge of the hotel's group policies and procedures as well as a complete and thorough knowledge of the Hotel, hours of operation, in-house promotions, location of facilities, room layout, features, events in the Hotel, and points of interests of surrounding areas acting as a concierge service for all groups.
• Administers group events including placing welcome baskets in group contacts' room and taking care of any accommodations for event groups.
• Ensures all documents produced by the Sales & Catering Department (i.e., BEO's, contracts, rooming lists, proposals) are completed accurately and on time and performs a range of operational support activities to include, but not limited to establishing, maintaining, and updating files, records, and other documents.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.
• Monitor and respond to web-based requests for information of booking events.
• Other duties as assigned.

EDUCATION and/or EXPERIENCE

• An associate degree in business management and/or Administration; or an equivalent of 2 years in Hospitality, Event Coordination or Sales is required.
• Must possess a valid drivers license and be insurable under the companys insurance policy.
• The ability to read English and understand both written and verbal instructions is required.
• This position requires excellent PC skills with proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.
• Ability to rapidly learn the companys hotel booking and accounting software.
  

CERTIFICATIONS, LICENSES & REGULATIONS

• V1 training is required.
• Required to watch Customer Service video annually.
• Required to watch Sexual Harassment video every two (2) years.
• Possess a valid State of Montana Drivers License and be insurable under the companys insurance.
• This individual must successfully pass a pre-employment drug test and as a condition of employment will be subject to random drug testing.
• It is always the responsibility of the employee to have all documents current and valid.

Full Time Team Members will be eligible for Health, Dental, Vision, Life effective the first day of the month following day of hire. 401k with company match on first day of hire.
Employee benefits after 90 days include the following:
Holidays 10 observed.
Paid Time Off
Team Member Discounts
Tuition Reimbursement
Career growth
Employee Recognition Program