Sales Coordinator

The Sales Coordinator provides prompt, courteous, and efficient handling of all requests for guest room reservations, changes, cancellations, and information. Coordinates group room blocks, rooming lists, and final reporting. Supports the revenue management functions of the hotel in terms of group rates and inventory controls.

MINIMUM REQUIREMENTS

Education

• High School Diploma
• 4 year college degree preferred but not required

Experience

• Minimum of one year hotel experience in Front Office or Reservations with hotel property management systems knowledge required. Previous customer service orientation and training is required.

Skills and Knowledge

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.

• Excellent oral and written communication skills
• Excellent organization skills, manages time well, correctly prioritizes and if flexible
• Ability to work well under pressure and meet deadlines
• Ability to manage outside departments and agencies
• Strong interpersonal skills and possession of a full understanding of professional business ethics, decorum and social skills
• Proficient in use of Microsoft Word, Excel and PowerPoint
• Appropriate professional appearance and demeanor
• Comprehension of technical application of reservations system
• Full understanding of hotel product and the market conditions
• Demonstrates self-confidence, energy and enthusiasm
• Team-Player
• Detail-oriented
• Ability to master basic selling techniques
  

JOB DUTIES 30% Rate, Block and Inventory Management

• Build all group blocks in the CRS timely and once the group turns definite
• Review and Modify all existing group blocks to ensure room type available for sell through
• Build all groups in CRS to include group information, rooms, ADR and gst/room. Modify blocks periodically based on pick up with guidance from Director of Sales

30% Reservation Processing

• Process all group rooming list and provide contact all necessary confirmation information
• Establish POG (Personalized Online Group Page) for all individual
• Ensure that appropriate rate & blackout date restrictions are being adhered to by the referring company

30% Meetings, Report Generation and Administrative Functions

• Conduct a weekly Group Pickup Meeting – utilize the group pickup report to monitor group cut-off dates and review with Sales; discuss pickup within room blocks; make needed inventory changes in CRS based on discussion; document and record minutes and distribute to attendees
• Attend all Yield Meetings and ensure the revenue management strategies are supported and executed correctly at the property
• Provide daily, weekly, monthly and quarterly production reports to sales managers and Director of Sales
• Create individual files with designated information for each group booking received from the Sales Department. Update changes/adjustments received from Sales in a timely manner
• Pull updated convention block pickup from housing company websites on a weekly basis for all conventions within a 120-day window. Forward the report to the Sales Manager & Director of Revenue, and bring to weekly Group Pickup Meeting for discussion
• Assist with post-convention report calculations
• Assist with post-convention attendee audits through use of proprietary online tool

5% Managing Corporate and Local Negotiated Accounts

• Serve as support function and liaison between BTS Manager and corporate accounts

5% Existing Reservation Review

• Daily review of all existing reservations from proper coding

SUPPORTIVE FUNCTIONS

• In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the company
• Answer other hotel team member's questions regarding revenue management in a friendly and courteous manner
• Provide training to other hotel team members on revenue management procedures and principles, as needed
• Ensure that all room’s statistics reports, including FMS, Report of Operations, and any other related reports are accurate and consistent
• Ensure that all revenue management related systems are maintained, including: GRO, OnQ RMS, OnQ FMS, , DMPE/Delphi, HIDB, MARSHA, Lightspeed, CITY/SFA Web, PRiO, Opera, Reserve & Envision. Employ the assistance of the Director of Sales, Director of Front Office, Electronic Sales and Marketing Manager as needed Contribute to the development of the marketing plan
• Maintain an organized and clean work area and hotel environment
• Other duties as assigned