Sales Coordinator

Job Description

Job Description

Arlo Hotels an independent lifestyle hotel is now actively seeking dynamic  Sales Coordinator. Are you someone who is  passionate about people,  driven by purpose, and  clever in your approach? If so keep on reading!! Here at Arlo we strive to create a sense of awe that leaves those we touch wanting more" …... 

This position is responsible for assisting and supporting the Director of Sales and Sales Manager(s)  in daily sales operations in the sales and events department capacity.

RESPONSIBILITIES AND AUTHORITIES :

• Ensures all inquiries are entered properly into the inquiry form and Opera as requested. Qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.
• Provide clients with detailed information regarding the hotel, its facilities, and surrounding areas. Reply to inquiries the same day.
• Ensures prompt issuance of proposals, corporate/group/wholesale rate agreement and collateral requests given by DOS
• Assists Director of Sales with booking room reservations and groups by following up on booking procedures i.e. getting history, requesting deposits, credit/direct billing applications, credit card authorization forms etc. and follow up on group's success while on site and after event for re-booking purposes (within hotel policy)
• Tracks monthly production of corporate/consortia accounts
• Acts as key administrator on Lanyon for corporate/consortia RFPs. During RFP season, Lanyon must be checked twice daily, all incoming RFPs must be submitted on time. (I normally do this, fiuen to remove )
• Acts as key administrator on Starcite, Cvent, Hotelplanner for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours. (Steven and I handle this, ok to remove)
• Conducts site inspections with clients as needed.
• Prepares and distributes group resumes and BEO's
• Assists Events department with logging leads and sending out the events/activation calendar on a weekly basis
• Monitor room release dates for group blocks by running 'Blocks by cutoff date" report daily. Reviewing room' pick up/drop off on a daily basis.
• Meets and greets clients in a professional and hospitable manner. Being the first face for the sales and catering department for incoming calls and visitors. Also acts as liaison between Sales Director and clients
• Attends sales meetings and any other meetings as required, takes minutes for meetings as requested
• Files a variety of materials and updates the sales activity trace system. Ensures a properly organized work environment
• Prepares special requests and amenities as required for VIP guests and group arrivals
• Replenish sales kit supplies office supply for the sales and catering team as needed
• Assists in the preparation of in-house sales promotions, receptions and client functions
• Ensure sales share drive has all relevant and up to date files. Organizes and updates Opera accounts and contacts
• Attends client/association/company events as required
• Actively upsells each request to maximum profitability and sales
• Assists in the handling of telephone and walk-in inquiries
• Consults with Accounting, Front Desk, and F&B Department on billing procedures as required
• Distributes group resume to all departments, ensure file turnover checklist is completed prior to handing definite files over
• Maintains and updates the directory listings
• Follows-up on bookings and obtains additional information to complete the sales files
• Maintains and updates the Opera database
• Expedites direct mail pieces and progress

Individual and Group Reservations:

• Making individual and group reservations; add special requests and notes as necessary.
• Send intro letter to meeting planner requesting rooming list, VIP details, rooming list, and billing forms for all definite groups
• Input group rooming lists and provide group reservation confirmations to meeting planner
• Administer group rooming list guestroom changes and cancelations
• Identify Group VIP's, upgrade to next room type as necessary
• Ascertain VIP client requirements/needs and ensure they are communicated to the operating departments
• Ensure for individual and group reservations hotel guarantee, deposit, and cancelation policies are adhered to
• Ensure credit card authorization forms and photocopy of front and back of credit card is obtained prior to guest's arrival to set up direct billing

Account Services:

• Provides clients with a level of service that meets or exceeds their expectations
• Assists Director of Sales and Sales Managers in maintaining strong relationship with key accounts
• Maintains an updated file of potential and existing clients with detailed information profile about their potential and production
• Assists Director of Sales in preparing and submitting production reports, activity reports, sales trip & expense reports, action plans, and other reports as necessary in a timely manner
• Participates in trade shows and blitzes as required
• Initiates mailings to obtain better market saturation
• Stays current on competition and market place
• Conducts competitive price shopping to ensure hotel is appropriately price for all season in specific market segment
  
   

Problem Solving:

• Responds to customer complaints, giving out information and resolving problems.  Involves Director of Sales, Assistant General Manager, and General Manager as necessary
• Assists in the preparation of weekly activities and sales call plans outlining activities, proposals and business overall as necessary
• Assist with preparation of profit plan, rate plan, forecasting, budgeting and any other reports as required by Management
• Photocopies and distributes a variety of materials such as incoming and outgoing mail. Sends facsimile and email messages
• Ensures Opera is supported
• Assist with and facilitates sale policies and procedures, development, enhancing and implementing thereof
• Follows up on rooming lists, function details and deposits as required
• Types, faxes and distributes a variety of documents such as sales contracts, event orders, proposals and letters and any other types of correspondence required. Distributes sales and statistical booking productivity reports, booking and contracts to the appropriate departments
• Enters, edits and cancels bookings in computer as required
• Maintains an updated file of clients and prospects
• Records and logs inquiries
• Ensures continuous inventory of collateral of brochures and other materials for distribution/mailings to guests, tradeshows, walk-ins
• Updates and maintains mailing lists
• Completes purchase orders for any purchase requests
• Complies with hotel policies and procedures
• Act as key Operator for Opera, including follow up and resolving any sales and catering issues. 

REQUIREMENTS:

Education:

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Experience in and administrative office environment.
• College or university degree.

Knowledge:

• Knowledge of general hotel operations.

Knowledge of general administrative duties.

Skills and Qualifications :

• Knowledge of Tripleseat or similar event management software.
• Proficient in Opera Cloud, Salesforce and Micros
• Strong organizational skills with attention to detail.
• Ability to handle multiple tasks and work under pressure.
• Excellent communication and interpersonal skills.
• Experience with event coordination, catering, or hospitality is preferred.
• Ability to problem-solve and adapt to changing circumstances.
• Ability to juggle multiple group bookings and events simultaneously, ensuring all details are managed efficiently and effectively.

Salary Range $29- $31/ hour