Sales Coordinator

• Maintains all marketing collateral material for the hotel.

• Daily selects show rooms and verifies status of meeting rooms for site tours.

• Meets with clients and gives site tours in the absence of the sales team leader; effectively and professionally conveys the necessary fundamentals and specific details of the sale to the client.

• Sends requested information to prospective guests inquiring about the property/surrounding area.

• Qualifies the needs of the client for sleeping rooms and meeting space (where applicable).

• Signs up for & maintains relationship with third parties online that generate leads, including but not limited to: HotelPlanner.com, BookMyGroup.com, CVB and franchise specific lead generators

• Corresponds with potential and existing clientele in person, via email and over telephone.

• Prepares and types documents for clients such as rate letters, group contracts, and other correspondence to build hotel/client relationship. 

• Enters group blocks/individual reservations in property management system, collecting deposits and/or secures payment method prior to arrival.

• Coordinates assigned group activities through check-in.

• Creates & maintains group files, correspondence, reports, and other documents as required.

• Updates sales database (Sales Pro) as needed

• Monitors group pick-up and enters rooming list and/or observes cut-off dates and notifies manager of any guest request or issues that may impact guest relations

• Prepares group resumes & banquet event orders with pertinent group information and distributes to all departments

• Follows up with Guest Service Manager  on rooming lists, VIP amenity delivery, changes in group booking agendas, cut off days, etc as prescribed by the Director of Sales.

• Follows up with past clients by sending out surveys and conference service evaluations.

• Attends staff meetings on a regular basis to take meeting minutes and provide administrative support for the management team.

• Performs follow-up on reports or special assignments.

• Creates fliers, mailers, certificates, etc. to promote new business.

• Actively seeks new opportunities to secure new or more group business for the hotel.  

• Prepares Local Negotiated Rate agreements as directed.

• Assists in the preparation and administration of the hotels annual marketing plan

• Attends any brand required training as well as other meetings requested by the General Manager.

• Assists with front desk based on hotel needs.

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