Sales and Rooms Coordinator

DEPARTMENT
Sales and Marketing

REPORTS TO
Director of Sales and Marketing

LOCATION
Embassy Suites by Hilton Nashville at Vanderbilt

POSITION SUMMARY
Provide support to Directors and Managers in coordinating and disbursing information relating to sales, services, and reservations.

KEY RESPONSIBILITIES

Answer telephone and assist internal and external guests with requests/inquiries.

Answers calls, return e-mails and voicemails. Assists guests in booking reservations, by providing superior property knowledge.

Responsible for initiating the preparation of proposals and/or contracts to advise prospective customers primarily of the hotel guest rooms, but also meeting space and/or banquet date, space, and rate availability.

Responsible for initiating reservations for group attendees, preparing rooming lists, revising existing reservations, and building group blocks in the PMS as needed. Communicating to external customers any communication deemed necessary by the event service managers.

Assist the Sales Managers upon request to conduct site inspections with potential customers, visiting guest rooms, meeting space and banquet facilities, as well as other hotel facilities.

Data entry using Delphi, Microsoft Word and Excel.

Copying and distributing of internal/external letters, forms, bookings, contracts, resumes, room lists, schedules, and mail. E‑mail correspondence directed by managers as needed. Filling, faxing, and distribution of incoming/outgoing mail.

Audits PEP for reservations accuracy. Looks for special requests, coding issues and billing requirements.

Leverage in‑house guest lists in coordination with Business Travel Manager to promote targeted offers (e.g., Fast Track promotions).

Assemble customized VIP welcome bags and assist with special amenity execution.

Reviews actualized rooms for potential billing errors.

Reviews group pick up, assists in ensuring proper availability. Monitors and charges.

Assists management by booking transient reservations.

Social media: Managing and creating content for Instagram, LinkedIn, and all other Social Platforms, ensuring brand alignment, a cohesive and consistent online presence across all channels. Along with performance tracking.

Assist with preparing sales blitz materials.

Design and produce branded collateral using the organization’s marketing toolkit.

Monitor and update transient guest records for promotional opportunities.

SPECIFIC JOB KNOWLEDGE, SKILL, AND ABILITY
The 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 handle multiple customer and operational demands with a high degree of professionalism, operating often with time‑sensitive deadlines.

Ability to use time management skills to complete tasks in a timely manner, meeting required deadlines.

Interpersonal skills to provide overall guest satisfaction for internal/external guests.

Ability to work under pressure and deal with stressful situations during busy periods.

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