Sales & Events Coordinator

Position Title: Sales & Events Enthusiast/Coordinator
Reports To: Director of Sales / Sales Managers
Position Summary:
The Sales & Events Coordinator primary role is to perform administrative duties to support the Sales & Marketing team. Assist in loading special or negotiated rates on to the property management system, processing group, transient and event billing and maintaining detailed communications to the hotel’s operations teams on behalf of the Sales & Marketing team.
Provide high-level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data, resolving guest issues and owning all processes for clerical functions.

Sales Coordinator Duties and Responsibilities:

• Answer telephone and respond to caller inquiries in a pleasant manner.
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.)
• Generate reports, prepare proposals, administer accounting collections details, apply routing profiles and manage group deposits.
• Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders, banquet checks, crew manifest uploads, group resumes and final folios ).
• Maintain group and crew inventory reconciliations within the hotel’s PMS system. Utilize Passkey to administer distribution of booking links and ancillary revenue opportunities.
• Arrange and co-ordinate meetings, events and any appointments through the hotel’s operations’ calendar of events.
• Design, upload, extract floor diagrams for all banquet and catering functions.
• Maintain accurate file uploads into Delphi FDC database and Sharepoint
• Reconcile group pickup reports, process uploads for timely commissions processing and post Hilton Honors points to all reconciled events.
• Own the Sales VIP Amenity program, responsible for working with Welcome Desk and Food & Drink teams to actively execute distribution and assignment of daily amenities.
• Assist in the design and distribution of all printed marketing materials including but not limited to daily events announcements, property signage, negotiated breakfast vouchers and attendee event ticketing including but not limited to Eventbrite links.
• Administer and manage the RSVP lists for the sales department on all organized event functions. Direct communication with guests on property event details as they pertain to each event.
• Format, design and ensure appropriate pricing metrics are uploaded on all distributed Banquet Event Orders and Banquet Checks.
• Ensure the PMS and Delphi.FDC Banquet, Room Rental and AV revenue contributions are aligned and reconciled based on final invoice.
• Prepare and distribute final invoices for review to sales managers, assist in any applicable edits to ensure timely distribution for client review.
• Distribute and collect all group profile questionnaires, upload corresponding information into the group resume detail for distribution to the operations teams.
• Respond to complaints from customers and give after-sales support when requested.
• Ensure the adequacy of sales-related equipment or material are available at all times.
• Other duties as assigned by Director or sales or the management.

Prerequisites:

• Speak with others using clear and professional language.
• Prepare and review written documents accurately and completely.
• Working knowledge of standard office administrative practices and procedures.
• Excellent customer service skills.
• Able to effectively communicate in English, in both written and oral forms.
• Be friendly, customer centric, smile and able to work in a team environment.

Education:
Diploma or degree in business management, good computer skills; proficient in the use of Microsoft Office (Word, Excel, Powerpoint, Access)
Knowledge of sales and marketing modules a plus:
Delphi.fdc, OnQ, S&M, Protel Sales&Marketing etc.

Experience:
Two or more years of experience working in a hotel, clerical, or sales environment. Previous experience working in a similar role.