Sales Coordinator

Sales And Catering CoordinatorBring your personality, energy, and passion for hospitality to Aloft Hotels, proudly managed by HRI Hospitality.The Sales And Catering Coordinator handles the day-to-day administration duties for the Property Specific Sales And Catering Department.Skills and KnowledgeThe 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.Ability to write routine reports and correspondence.Ability to speak effectively before groups of customers or employees of organization.Ability to calculate figures and amounts such as discounts, interest and commissions.Ability to apply common sense and understanding to carry out instructions furnished in written or oral from.Ability to deal with problems involving several concrete variables in standardized situations.Computer skills are requiredMust be able to multi-taskAble to manage detailed information in large amountsHighly organizedExcellent oral and written communication skillsExcellent organization skills, manages time well, correctly prioritizes and is flexible.Ability to work well under pressure and meet deadlinesAbility to manage outside departments and agenciesStrong interpersonal skills and possession of a full understanding of professional business ethics, decorum and social skillsProficient in use of Microsoft Word, Excel and PowerPointComprehension of technical application of reservations systemDetail-orientedAbility to master basic selling techniquesJob DutiesPoint of contact for sales officeCoordinator and poing of contact for leisure group blocks as assignedCoordinate with Front Office(s) on daily showrooms and communicate the information to all sales and catering managersAssign group leads from all lead channels to the appropriate sales/catering managers. Ensure that all leads are entered into to on-property Sales & Catering Software applicationPrint and distribute group pick up and group cut off reports on a weekly basis for all assigned hotelsLoad all new groups and build booking links for all assigned hotelsConduct quarterly audits from Sales Systems and PMS systems to ensure accuracyMake reservations for BT managers and input rooming lists for group sales managersPull rooming lists for groups and managers upon requestActualize room blocks, catering & banquet functions in the sales system after the group's departure for assigned hotelSchedule all in-house events and create BEOs (i.e. Town Hall Meetings, department meetings, etc.)Input meeting planner points for all groups and any project or special corporate travel promotions for assigned hotelManage HRI SCORE Program and Brand Referral Program for the assigned hotel (ie. process commission, pickup reports)Manage group commission by verifying and process payment once approved by DOSM/DORM via in house or fastpayRun daily reports (transaction/ activities/ group in-house reader boards / SALT). Run weekly reports (BEO/resume/daily events) for all assigned hotelsManagement and upkeep of the Master BEO binder for assigned hotelPrint off the events report and write the groups in house for the next day, then hand deliver to housekeeping, valet, restaurant bar and front desk before daily stand up meeting for assigned hotelPersonalize gift certificates, keep paper record in a binder and excel spreadsheet on the J-drive of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individualsAssist/Create group resumes for each Sales Manager at least 10 days prior to group arrival and ensure distribution to essential personnel for all assigned hotelsCreate the coversheet for the resume packet for the following week and send out to the sales and catering department. Create the resume packets for the resume meeting and scan a copy to the J-driveConduct a brief weekly meeting with Directors of Front Office to review all groups arriving within the next 10-day periodFill out amenities' forms and amenity cards for groups and weddings and ensure delivery information is communicated to appropriate departmentsSend out packages through FedEx for managers and groups in-houseCreate personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around hotel, table numbers, name tents, buffet cards, etc.Create breakfast and drink vouchers for Groups, Weddings, Groupon, Living Social, Sports Package, BT, Elite Member Appetizer, etc.Order collateral for assembling sales kits, sales promotions, amenity cards, envelopes. Order business cards for all supervisors and managers in the hotel and restaurant. Order supplies through Birchstreet and maintain organization of the supply closetHandle putting together sales kits or other hotel material like flyers or signs for all assigned hotelsCreate file folders for all the contracts in sales/catering department, and file past groups in the locked file cabinetProcess all checks that are received for depositsAttends property Staff meetings, and other property specific meetings as requested by the Complex General ManagerOther duties as assignedEmployees must fulfill their performance standards for this position and comply with company policies, rules and procedures of the hotel, including those set out in the Employee Handbook or otherwise communicated (verbally or in writing) to employees. The job description is intended to describe the general nature and work responsibilities of the position. This job description and duties of this position are subject to change, modification and addition as deemed necessary by the hotel. Employees are required to comply with supervisory instructions and perform other job duties, responsibilities and assignments requested by supervisors, managers or other hotel/company officials.HRI is an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job?related requirements.