Sales and Meeting Coordinator

Job Description

Job Description

Description:

Assists in the Director of Sales of the hotel by supporting and enhancing sales initiatives/efforts that are compatible with LBA sales plans, strategies, and programs. The Sales and Meeting Coordinator provides administrative support for the Director of Sales and/or the Senior Sales Manager by being a lead catcher and distributing opportunities to team members and may assist in sending proposals, contracts, rooming lists, etc. Also, the Sales and Meeting Coordinator may be responsible for meeting clients for site visits, pre and post arrival communications and the executing the set up/break down of meeting rooms. 

This position is also responsible for assisting the Sales and Catering Manager and/or Event Manager with planning and coordinating all Banquets and Meetings in certain cases.

PREREQUISITES

Company associates have access to guestrooms and property. As such, character traits of honesty and trustworthiness are essential to this position and must be displayed at all times. Per company policy, potential associates must pass appropriate security clearances.

• High School diploma or equivalent of same; Associate’s or Bachelor’s Degree preferred or equivalent experience
• One year experience similar capacity.
• Two years’ experience in service industry.

SUMMARY OF ESSENTIAL JOB FUNCTIONS

• Must be able to perform major life activities: Standing, lifting, bending, learning, reading, concentrating, thinking, and communicating.
• Must be able to push or pull 60 pounds unassisted and lift and/or carry 30 pounds unassisted.
• Must be able to see and hear.
• Must be able to speak and read English, the ability to communicate in another language may be helpful.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge:

• Budget limitations and cost controls.
• Food and Beverage costs and how to calculate
• Selling strategies for highest profit of produce and services.
• Configurations and set ups for function space.
• Competition and what this property has (or doesn’t have) over others.
• The area shopping, dining, entertainment and travel directions to assist guest inquiries.
• Daily hotel operations: check daily events, bulletin boards; and stay up-to-date on changes, new procedures and events.
• Entire property, staff, services, hours of operation, type of rooms, locations, rates, discounts.

Skills:

• Offer aggressive yet competitive Rate Agreements to local companies and leads that have extended stay business or multiple room business under the direction and approval of the General Manager and Director of Sales
• Passionately sell hotel guest rooms and meeting rooms through direct client contact to achieve (preferably exceed) revenue, ADR, Occupancy and RevPar goals.
• Establish a client base of primary and secondary market segments for extended stay business where appropriate. Incorporate strategic Sales Action Plans, on an “as need” basis and when agree upon by GM’s and DOS.
• Determine Top Accounts in competitor’s hotel to become “target accounts” for our hotel(s).
• Target, saturate, penetrate specific companies to reach true decision makers in position to refer to our hotel(s) while seeking new business and/or working an existing account.
• Strong Organization Skills
• Proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint. Experience working with customer relationship software like Hotel SalesPro, ACT, Salesforce or STS is preferred.

Abilities:

• Sell effectively, Negotiate when necessary.
• Multi task, remain associate and guest service centric.
• Solve guest issues with professionalism maintain hospitable attitude.
• Identify opportunities to achieve financial performance goals

SPECIFIC RESPONSIBILITIES

1. Confirms availability of the hotel facilities negotiated per appropriate contracts and works with internal departments to communicate pertinent customer needs (i.e., meeting room set-up, food and beverage requirements, room block commitments, etc.).
2. Partners with the operations of the hotel, including Food and Beverage, Guest Services and Housekeeping to create and provide a memorable guest experience. 
3. Responsible for the daily configuration/ set ups for function space.
4. Proficiency in Microsoft Outlook, Microsoft Word, Excel, PowerPoint. Experience collaborating with customer relationship software like Delphi.fdc or STS is preferred.                                                                                                                                                                                                                                             
5. Responsible for operational and administrative functions for group block management including building blocks, managing group inventory, billing, pre-arrival and post departure tasks as required.
6. Daily execution of reservation management for business travel clients and group blocks.
7. Regularly contact existing accounts based on the tracing frequencies of the trace system in the sales automation system for upcoming meetings/events that need to be detailed.
8. Responsible for accuracy and timeliness of all Banquet Event Orders (BEO’s). 
9. Creates detailed customer account records, correspondence, sales agreements, proposals, and thank you letters for own accounts or in support of other sales team members.
10. May be required to execute site inspections of the hotel with clients, exhibiting key features and benefits of the hotel.
11. Other duties as assigned.

WORKING CONDITIONS/SPECIAL REQUIREMENTS

• This position requires a physical presence at the hotel and is not conducive of telecommuting or remote work.
• The ability to drive on behalf of the company and maintaining a valid driver’s license is required.
• Standing, walking for long periods of time while maintaining a friendly professional image.  
• May be required to work any day/shift, including nights and weekends. 
• Periodic overnight travel required may be required.

POSITIONS FOR POSSIBLE ADVANCEMENT

• Sales Manager
• Senior Sales Manager
• Guest Service Manager
• Assistant General Manager

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.