Sales Coordinator

Arlo Hotels an independent lifestyle hotel is now actively seeking a dynamic Sales Coordinator.

This position is responsible for assisting and supporting the Director of Sales and Sales Manager(s) in daily sales operations in the sales and events department capacity.

Responsibilities and Authorities

Ensures all inquiries are entered properly into the inquiry form and Opera as requested. Qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.

Provide clients with detailed information regarding the hotel, its facilities, and surrounding areas. Reply to inquiries the same day.

Ensures prompt issuance of proposals, corporate/group/wholesale rate agreement and collateral requests given by DOS

Assists Director of Sales with booking room reservations and groups by following up on booking procedures i.e. getting history, requesting deposits, credit/direct billing applications, credit card authorization forms etc. and follow up on group's success while on site and after event for re-booking purposes (within hotel policy)

Tracks monthly production of corporate/consortia accounts

Acts as key administrator on Lanyon for corporate/consortia RFPs. During RFP season, Lanyon must be checked twice daily, all incoming RFPs must be submitted on time.

Acts as key administrator on Starcite, Cvent, Hotelplanner for group RFPs. All electronic tools must be checked twice daily, all incoming RFPs must be submitted within 24 hours.

Conducts site inspections with clients as needed.

Prepares and distributes group resumes and BEO's

Assists Events department with logging leads and sending out the events/activation calendar on a weekly basis

Monitor room release dates for group blocks by running 'Blocks by cutoff date' report daily. Reviewing room' pick up/drop off on a daily basis.

Meets and greets clients in a professional and hospitable manner. Being the first face for the sales and catering department for incoming calls and visitors. Also acts as liaison between Sales Director and clients

Attends sales meetings and any other meetings as required, takes minutes for meetings as requested

Files a variety of materials and updates the sales activity trace system. Ensures a properly organized work environment

Prepares special requests and amenities as required for VIP guests and group arrivals

Replenish sales kit supplies office supply for the sales and catering team as needed

Assists in the preparation of in-house sales promotions, receptions and client functions

Ensure sales share drive has all relevant and up to date files. Organizes and updates Opera accounts and contacts

Attends client/association/company events as required

Actively upsells each request to maximum profitability and sales

Assists in the handling of telephone and walk-in inquiries

Consults with Accounting, Front Desk, and F&B Department on billing procedures as required

Distributes group resume to all departments, ensure file turnover checklist is completed prior to handing definite files over

Maintains and updates the directory listings

Follows-up on bookings and obtains additional information to complete the sales files

Maintains and updates the Opera database

Expedites direct mail pieces and progress

Individual and Group Reservations

Making individual and group reservations; add special requests and notes as necessary.

Send intro letter to meeting planner requesting rooming list, VIP details, rooming list, and billing forms for all definite groups

Input group rooming lists and provide group reservation confirmations to meeting planner

Administer group rooming list guestroom changes and cancelations

Identify Group VIP's, upgrade to next room type as necessary

Ascertain VIP client requirements
eeds and ensure they are communicated to the operating departments

Ensure for individual and group reservations hotel guarantee, deposit, and cancelation policies are adhered to

Ensure credit card authorization forms and photocopy of front and back of credit card is obtained prior to guest's arrival to set up direct billing

Account Services

Provides clients with a level of service that meets or exceeds their expectations

Assists Director of Sales and Sales Managers in maintaining strong relationship with key accounts

Maintains an updated file of potential and existing clients with detailed information profile about their potential and production

Assists Director of Sales in preparing and submitting production reports, activity reports, sales trip & expense reports, action plans, and other reports as necessary in a timely manner

Participates in trade shows and blitzes as required

Initiates mailings to obtain better market saturation

Stays current on competition and market place

Conducts competitive price shopping to ensure hotel is appropriately price for all season in specific market segment

Problem Solving

Responds to customer complaints, giving out information and resolving problems. Involves Director of Sales, Assistant General Manager, and General Manager as necessary

Assists in the preparation of weekly activities and sales call plans outlining activities, proposals and business overall as necessary

Assist with preparation of profit plan, rate plan, forecasting, budgeting and any other reports as required by Management

Photocopies and distributes a variety of materials such as incoming and outgoing mail. Sends facsimile and email messages

Ensures Opera is supported

Assist with and facilitates sale policies and procedures, development, enhancing and implementing thereof

Follows up on rooming lists, function details and deposits as required

Types, faxes and distributes a variety of documents such as sales contracts, event orders, proposals and letters and any other types of correspondence required. Distributes sales and statistical booking productivity reports, booking and contracts to the appropriate departments

Enters, edits and cancels bookings in computer as required

Maintains an updated file of clients and prospects

Records and logs inquiries

Ensures continuous inventory of collateral of brochures and other materials for distribution/mailings to guests, tradeshows, walk-ins

Updates and maintains mailing lists

Completes purchase orders for any purchase requests

Complies with hotel policies and procedures

Act as key Operator for Opera, including follow up and resolving any sales and catering issues.

Requirements
Education

Experience in and administrative office environment.

College or university degree.

Knowledge

Knowledge of general hotel operations.

Knowledge of general administrative duties.

Skills and Qualifications

Knowledge of Tripleseat or similar event management software.

Proficient in Opera Cloud, Salesforce and Micros

Strong organizational skills with attention to detail.

Ability to handle multiple tasks and work under pressure.

Excellent communication and interpersonal skills.

Experience with event coordination, catering, or hospitality is preferred.

Ability to problem-solve and adapt to changing circumstances.

Ability to juggle multiple group bookings and events simultaneously, ensuring all details are managed efficiently and effectively.

Salary Range $29- $31/ hour

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