Executive Meeting Coordinator

Job Description

Job Description

Sales Coordinator Job DescriptionScopeCoordinates the sale and guest interaction with the booking of hotel guestrooms, cateringservices, and banquet facilities as directed by the Director of Sales, or Sales Manager. Acts as the central hub between the sales team, the operations staff, and the clients.Primary responsibilitiesResponds quickly to guest requests in a friendly manner. Follow up to ensure guestsatisfaction.Conducts tours, answers questions for walk-in and call-in customers directing themto other sales staff members if appropriate.Maintains a professional image at all times through conduct, appearance and dressExecute and support the operational aspects of business booked (e.g. generatingBEO's, group resumes, proposals, writing contracts, customer correspondence, etc.)Serve as the main point of contact for clients after the initial sale to ensure all details meet their expectationsBe present to greet clients at least 30 minutes prior to the start of meeting/eventsConducts weekly BEO and Resume meetings with hotel operations & salesstaffFinalize groups and events in a timely manner as established by hotel management. This includes final billing, guest room pickup and commissions dueMeets with planners after their event to discuss success of event, deficiencies, etc.and to re-book businessMeets with F&B staff regularly to review upcoming meeting & catering needsWork closely with all hotel departments by communicating and coordinating all sales information & event details including banquet event orders, resumes, rooming lists, etc. to ensure seamless executionAttend and participate in daily stand up and/weekly Sales Meetings as well as training seminars and other meetings as requested by managementDrive customer loyalty through excellent customer service throughout the salesprocess. Serve the customer by understanding their needs and recommending appropriate solutions and services that best meet their requirementsBuild and strengthen relationships with existing and new customers to enable future bookingsEstablish and maintain close contact with top accounts, and target accounts, through appointments, phone calls, site tours, and correspondenceQualify leads and prospects gained from cold calls, sales blitzes, and other sourcesEnsure business booked is within the hotel's goals. Close the best opportunities forthe hotel based on market conditions and hotel property needsEffectively resolve guest issues that arise as a result of the sales processEstablish clear expectations for stakeholders and guests throughout the salesprocessParticipate and engage in employee functions and guest eventsDocuments all sales activities into Delphi in a timely and accurate mannerInitiate process improvements and best practices for efficienciesProvides administrative support to the Sales team/officeNote: Other duties as assigned by supervisor or managementEssential SkillsOrganization: High level of detail orientation to manage multiple event files simultaneously.Communication: Strong written and verbal skills for professional correspondence with corporate clients.Technical Proficiency: Familiarity with Hotel Management Systems (PMS) or Sales CRM software (like Delphi or Opera).Problem Solving: Ability to handle last-minute changes to banquet orders, guestroom requirements, and guest issues efficiently.