Sales Coordinator

Sales Coordinator Position at Arlo Hotels

Arlo Hotels, an independent lifestyle hotel brand with properties in Manhattan, Brooklyn, Miami, and Chicago, is now actively seeking a dynamic Sales Coordinator.

Arlo Hotels continues its expansion with the brand’s seventh property, Arlo Washington, DC, a 12-story boutique hotel, slated to open in November 2024. Arlo Washington DC will comprise 229,846 square feet, which includes the restoration and preservation of the original 42,942-square-foot, five-story building, The Harrison Apartment, D.C.’s oldest known surviving conventional apartment building that has stood since 1882. Arlo Hotels is adding 186,904 square feet of space to the property, where the sixth through 12th floors, the penthouse, four meeting rooms and an indoor and outdoor rooftop lounge and pool will be located. The hotel will also feature a restaurant and bar, a “Bodega” cafe and lounge, and an interior courtyard.

Ideal for leisure and business travelers, Arlo Washington DC is conveniently located four blocks from Washington, D.C.’s Union Station and less than a mile from the Walter E. Washington Convention Center. Situated in the city’s bustling Judiciary Square neighborhood, the 445-room hotel is close to globally recognized landmarks such as The Capitol and the Supreme Court Building, fine dining options and upscale shopping.

This position is responsible for assisting and supporting the Manager(s) in daily sales operations in the sales 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 DOSM
• Assists Director of Sales with marketing initiatives
• Assists Director of Sales with booking events 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
• Acts as key administrator on Starcite, Cvent, Hotelplanner a.o. for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours.
• Conducts site inspections with clients as needed.
• Prepares and distributes group resumes and BEO's.
• Create rate codes for packages, promotions, and corporate rates and load in Opera
• 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 & BEO's 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
• 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
• 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
• 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.