BT & Diplomatic Sales Coordinator
Salamander Washington DC, Washington, District of Columbia, us, 20022
Overview
The Business Travel & Diplomatic Sales Coordinator provides a seamless and personalized reservation experience that promotes and aligns with the Salamander brand. This role is responsible for maximizing revenue through effective sales techniques, provides thoughtful and professional attention to guest preferences and requests, and offers unwavering commitment to exceptional five-star service. Responsibilities
Assist the Sales team in responding to group inquiries, preparing proposals, and coordinating contracts. Maintain and update the sales database, ensuring accurate records of bookings, contracts, and client interactions. Prepare and distribute sales reports, including occupancy forecasts and revenue projections. Coordinate with other hotel departments (front desk, catering, housekeeping, etc.) to ensure group needs are met. Perform various administrative duties such as filing, answering phones and taking messages, arranging conference calls, scheduling meetings, handling information requests, making travel arrangements, completing/processing expense reports, sending meeting notifications/reminders for recurring calendar obligations and other similar tasks. Perform clerical duties including typing, copying, and taking minutes at meetings, filing and creating filing systems for inbound business communications. Manage RFP partnership websites by updating content, Hot Dates, while daily review of new RFPs (Request for Proposal) and assigning to appropriate Sale and Catering Managers. Audit and complete group contract turnover checklist for each definite contract in preparation to handover to conference services. Handle departmental monthly expenses, balance checkbook, order supplies, manage/order collateral and assigns purchase orders for direct expenses and merchandise. Manage VIP amenities and welcome notes for Business Travel Sales Manager, Director of Luxury Consortia and Senior Director of Diplomatic Sales, and other property leadership as needed. In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the Hotel: Order and maintain office supplies and sales collateral for the sales and catering offices. Travel to various operating departments within the hotel for immediate gathering of data, processing of requests, responding to inquiries, etc. Take lead and manage special event invitations, guests list, RSVP, mailing lists and client lists in Follow all service standards according to Five Star and Five Diamond. Handle reservation inquiries via phone, email, and online platforms with professionalism, efficiency, and genuine warmth. Accurately input and modify reservations into the Property Management System (PMS), ensuring guest preferences and details are meticulously recorded. Demonstrate in depth knowledge of room types, packages, and hotel offerings to provide personalized recommendations to each guest. Maximize room occupancy and revenue through strategic upselling and effective inventory management. Maintain familiarity with VIP guests, special requests, and loyalty program details. Collaborate and communicate clearly, and professionally, with all departments and team members to ensure a seamless guest experience from pre-arrival through post departure. Comply with all hotel and department policies and procedures. Respond promptly and professionally to guest inquiries, special requests, and concerns, consistently striving to exceed expectations. Supports group blocks, travel agent bookings, and corporate accounts as needed. Address guest complaints, in accordance with hotel policies and promptly notify leadership of any issues requiring corrective action. Completes daily checklist and assigned tasks in a timely manner and thorough manner. Perform other duties and assignments maintaining flexibility and service-focused mindset in all responsibility. Education/Experience
High School graduate or G.E.D. equivalent. Minimum 1-2 years of experience in hotel reservations, front office, guest relations, or customer service; luxury hotel experience is strongly preferred. Proficiency in hotel software systems (Opera, Delphi, Revinate, Outlook). Must be fluent in reading, writing and spoken English – bilingual abilities are a strong plus. Requirements
Exceptional interpersonal and communication skills, both verbal and written, with a consistently positive and professional attitude. Proven ability to learn, master, and navigate multiple software systems efficiently. Strong phone etiquette and the ability to engage with guests in a polished, service-focused manner. Excellent time management, organizational, and detail-oriented skills, with a strong customer centric mindset. Ability to analyze, prioritize, organize, and multitask effectively while maintaining a sense of urgency and follow through. Flexible availability, including evenings, weekends, and holidays, as business needs require. Collaborative team player with the ability to work cohesively across departments. Capable of identifying guest needs and offering thoughtful solutions that meet and exceed expectations in alignment with the hotel’s luxury service standards.
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The Business Travel & Diplomatic Sales Coordinator provides a seamless and personalized reservation experience that promotes and aligns with the Salamander brand. This role is responsible for maximizing revenue through effective sales techniques, provides thoughtful and professional attention to guest preferences and requests, and offers unwavering commitment to exceptional five-star service. Responsibilities
Assist the Sales team in responding to group inquiries, preparing proposals, and coordinating contracts. Maintain and update the sales database, ensuring accurate records of bookings, contracts, and client interactions. Prepare and distribute sales reports, including occupancy forecasts and revenue projections. Coordinate with other hotel departments (front desk, catering, housekeeping, etc.) to ensure group needs are met. Perform various administrative duties such as filing, answering phones and taking messages, arranging conference calls, scheduling meetings, handling information requests, making travel arrangements, completing/processing expense reports, sending meeting notifications/reminders for recurring calendar obligations and other similar tasks. Perform clerical duties including typing, copying, and taking minutes at meetings, filing and creating filing systems for inbound business communications. Manage RFP partnership websites by updating content, Hot Dates, while daily review of new RFPs (Request for Proposal) and assigning to appropriate Sale and Catering Managers. Audit and complete group contract turnover checklist for each definite contract in preparation to handover to conference services. Handle departmental monthly expenses, balance checkbook, order supplies, manage/order collateral and assigns purchase orders for direct expenses and merchandise. Manage VIP amenities and welcome notes for Business Travel Sales Manager, Director of Luxury Consortia and Senior Director of Diplomatic Sales, and other property leadership as needed. In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the Hotel: Order and maintain office supplies and sales collateral for the sales and catering offices. Travel to various operating departments within the hotel for immediate gathering of data, processing of requests, responding to inquiries, etc. Take lead and manage special event invitations, guests list, RSVP, mailing lists and client lists in Follow all service standards according to Five Star and Five Diamond. Handle reservation inquiries via phone, email, and online platforms with professionalism, efficiency, and genuine warmth. Accurately input and modify reservations into the Property Management System (PMS), ensuring guest preferences and details are meticulously recorded. Demonstrate in depth knowledge of room types, packages, and hotel offerings to provide personalized recommendations to each guest. Maximize room occupancy and revenue through strategic upselling and effective inventory management. Maintain familiarity with VIP guests, special requests, and loyalty program details. Collaborate and communicate clearly, and professionally, with all departments and team members to ensure a seamless guest experience from pre-arrival through post departure. Comply with all hotel and department policies and procedures. Respond promptly and professionally to guest inquiries, special requests, and concerns, consistently striving to exceed expectations. Supports group blocks, travel agent bookings, and corporate accounts as needed. Address guest complaints, in accordance with hotel policies and promptly notify leadership of any issues requiring corrective action. Completes daily checklist and assigned tasks in a timely manner and thorough manner. Perform other duties and assignments maintaining flexibility and service-focused mindset in all responsibility. Education/Experience
High School graduate or G.E.D. equivalent. Minimum 1-2 years of experience in hotel reservations, front office, guest relations, or customer service; luxury hotel experience is strongly preferred. Proficiency in hotel software systems (Opera, Delphi, Revinate, Outlook). Must be fluent in reading, writing and spoken English – bilingual abilities are a strong plus. Requirements
Exceptional interpersonal and communication skills, both verbal and written, with a consistently positive and professional attitude. Proven ability to learn, master, and navigate multiple software systems efficiently. Strong phone etiquette and the ability to engage with guests in a polished, service-focused manner. Excellent time management, organizational, and detail-oriented skills, with a strong customer centric mindset. Ability to analyze, prioritize, organize, and multitask effectively while maintaining a sense of urgency and follow through. Flexible availability, including evenings, weekends, and holidays, as business needs require. Collaborative team player with the ability to work cohesively across departments. Capable of identifying guest needs and offering thoughtful solutions that meet and exceed expectations in alignment with the hotel’s luxury service standards.
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