Sales Coordinator

Job Description:

The sales Coordinator is responsible for all administration duties to include but not limited to coordinating group room blocks in the PMS system, taking over the group bookings for the sales teams once the group goes definite, clerical contracting, data entry into Delphi, collecting all methods of payments, enter pick up into the sales system, and anything the sales teams requires.

Responsibilities will include but not be limited to:

• Notify/coordinate customer specifications with other departments and quickly, and efficiently respond to customer issues, comments, and problems to ensure a quality experience and enhance future sales prospects.
• Maintain accurate, legible records and files to provide group history, ensure future and current quality service and enhance prospects.
• Perform special projects and other responsibilities as assigned and participate in task forces and committees as requested.
• Obtain (and enter) group blocks into the hotel property management system; enter rooming lists prior to reservation cut-off date, and coordinate with Guest Service Manager to make sure any special billing arrangements are entered into the PMS system correctly.
• Follow-up with clients after their event to obtain service feedback. Send a “thank you" email/note following each event.
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Assist in copying/faxing/mailing.
• Prepare BEOs for kitchen staff and host weekly BEO meetings for department heads. Work closely/communicate with kitchen & banquet staff to ensure successful events Prepare group turnovers for operational department heads. Effectively communicate group needs with guest service staff and housekeeping staff.

Preferred Qualifications:

• Always maintain a warm and friendly demeanor.
• Must be able to effectively communicate both verbally and written, with all levels of employees and guests in an attentive, friendly, courteous, and service-oriented manner.
• Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
• Attend all hotel-required meetings and training.
• Maintain regular attendance in compliance with Everwood Company Standards, as required by scheduling, which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing nametags.
• Comply with Everwood company Standards and regulations to encourage safe and efficient hotel operations.
• Maximize efforts towards productivity, identify problem areas, and assist in implementing solutions.
• Must be effective in handling problems, including anticipating, preventing, identifying, and solving problems as necessary.
• Must be able to maintain confidentiality of information.

Physical requirements:

• Ability to lift, pull, and push moderate weight (minimum of 20 lbs.)
• Ability to bend, lift, and be standing or walking during the entire shift
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must work well in stressful, high-pressure situations.
• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests
• Must have a valid driver's license for the applicable state able to drive.
• Weekend availability required. 

Equal Opportunity Employer (M/F/D/V)

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