Sales Coordinator

ESSENTIAL FUNCTIONS

Coordinate group room blocks

Manage all pre‑arrival and post‑departure tasks

Conduct hotel site tours for walk‑in guests if Sales Manager is not on property

Manage group files and turnover checklist for opportunities booked by Sales Manager

Assist with administrative tasks

Provide the highest quality of service to the customer, set an example for immediate and hotel‑wide staff

Take inquiries and walk‑ins that come into the hotel for group and/or meeting room business in the absence of the Sales Manager

Analyze business to make profitable decisions for the hotel, assess fit, quote rates and room rentals

Prepare and distribute all outgoing correspondence from the Sales Manager/Director of Sales (faxes, proposals, contracts, thank‑you letters, regret letters, sales kits, comp night certificates)

Use Brand Systems daily for all group and transient business

Handle all meeting‑room events booked by the Director of Sales: prepare banquet event orders, send orders to clients, greet contacts prior to events, manage advanced payments, direct‑bill and credit‑card authorizations, check in with contacts during break times and lunch, and after the event

Maintain group rooming lists; enter lists, route charges, release blocks after cut‑off, adjust blocks as needed for individual call‑in reservations, and enter final pickup in Brand System

Prepare and distribute group resumes

Make all direct‑bill reservations and apply to direct‑bill account

Handle all group special requests: shuttle requests, amenity form distribution and follow‑up, reservation cards

Maintain sales file maintenance

Ensure collateral stock is maintained

Know front‑desk procedures (check‑in, check‑out, phone answering, call transfers, reservations)

Maintain close relationships with top accounts

Make monthly visits to regularly interacted clients to thank them for business (often joint calls with the Director of Sales)

Assist the Director of Sales in planning property‑specific sales blitzes and client events

Participate in community activities and hotel programs

Understand all selling strategies set by the Revenue Manager to ensure revenue maximization

Attend weekly sales, staff, bi‑weekly revenue, monthly regional, and other assigned meetings

Attend brand‑required training and Ascent Hospitality required training

Inform the General Manager, Director of Sales, and Regional Director of Ops of potential opportunities/concerns with clients

Cross‑sell opportunities between cluster properties

Comply with company policies and procedures

Understand occupancy, average rate, and RevPar goals

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

Excellent written and verbal communication and interpersonal skills

Highly responsible, reliable, and ethical

Well organized and detail‑oriented

Ability to multi‑task

Proficiency in Microsoft Office applications

At least one year of prior hotel experience

PHYSICAL DEMANDS

Requires sitting for long periods; repetitive use of hands and fingers; extended use of computer screens; use of office equipment, including telephone; reach with hands and arms; stoop, kneel or crouch; frequent walking, climbing stairs, talking and hearing

May regularly lift and/or move up to 10 pounds, frequently up to 25 pounds, and occasionally up to 50 pounds

Must be capable of using close vision, distance vision, and color vision effectively

Able to operate in mentally and physically stressful situations

QUALIFICATION STANDARDS

Education: high school education or equivalent is required; some college education is preferred

Some experience or training in same or similar field is preferred

Must be able to work in a team environment

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