Sales & Marketing Coordinator

Sales & Marketing Coordinator

The Sales & Marketing Coordinator is responsible for specific sales office admin related tasks and for providing administrative and clerical support to the CD, travel industry sales and group sales team members. This includes support with tour operator and partner contract administration, support on group proposal/contracts and manages the department's budget log and invoicing. The S&M Coordinator also oversees general office management, including liaising with property management and handling office supply orders. The S&M Coordinator is required to communicate with Four Seasons corporate team members, onsite resort teams and understand how to navigate the organization. The position requires attention to detail and the opportunity to work with Four Seasons brand standards, sales, marketing and branding.

Key Functions:

• Answer incoming telephone calls and confirm special requests.
• Process department invoices and maintain department operating budget log.
• Answer telephones, expedite correspondence, emails, data-entry and filing, copying, shipping, mail, office supplies and taking notes.
• Support CD and Marketing team on marketing / branding projects.
• Support CD and team with market research and business cases.
• Make travel arrangements for the team as needed.
• Follows up on emails and projects by maintaining accurate files and adhering to resort and company SOP's.
• Providing general info and advise about resort accommodations, amenities and preplanning needs to partners.
• Process all donations, gift certificates, sponsorship requests, and keep a log to track.
• Ensure that all paperwork associated with the work of the department is processed efficiently in a timely manner incl. letters, emails, contracts and reports.
• Assist guests, clients and co-workers in a proactive, professional and friendly manner.
• Attend mandatory meetings and participate in training sessions established by Four Seasons and The Ocean Club.
• Performs other duties as assigned to meet business needs by CD and Sales Manager Team members.
• Liaise effectively with all operational colleagues, providing support and information to ensure accurate delivery of our promise. In particular, this includes: Sales, Reservations, Revenue Management, Event, Marketing and PR.
• Handle requests, complaints, and conflicts in a professional matter.
• Respond according to the crisis management plan to any emergency or safety situation.
• Ability to work across multiple cultures, understand sensitivities and be able to work across variety of languages.
• Able to occasionally travel to The Bahamas (Resort) and support sales team at events / sales calls.

Travel Industry:

• Providing administrative and clerical support to the Travel Industry Sales Team.
• Prepare and communicate tour operator / wholesale contracts and partner offers.
• Processing and filing of wholesale contracts.
• Work closely with Travel Industry Sales and WSO to build relationships with contracted partners.
• Conduct market research on competitor hotels within the industry that is seen as relevant and delivering competitive advantage to the brand.
• Assist with entering new accounts and contacts into CRM system so sales team can enter their activities.

Group Sales:

• Providing administrative and clerical support to the Group Sales Team.
• Lead Coordinator, taking group leads, assigning leads to the right sales manager based on criteria.
• Work with distributions team to create online group landing pages for "call-ins".
• Complete tasks related to group blocks in CRM.
• Responsible for "Handover" packet to Event Management.
• Assist with group deposits and attrition/cancellation invoices.
• Group VIP & Amenity info when applicable.
• Assists with coordinating group site inspections, alerts and proposals.
• Assist with entering new accounts and contacts into Golden S&C so sales team can enter their activities.

Technical & Hospitality Skills:

• Technical knowledge Golden Sales & Catering
• Experience with marketing tools and systems: Adobe, InDesign and Photoshop
• Understanding of Wholesalers and Partners
• Working knowledge of the sales & marketing department
• Understands the resorts sales and revenue strategies
• Telephone etiquette
• Understanding and knowledge of Excel, Reporting Tools, Presentation Tools, Smart sheet, Marketing programs

Please note, this is an on-site position based in Boca Raton, Florida. Candidates must have valid work authorization and legal eligibility to work in the United States. Remote work is not available for this role.