Coordinator (IV) - Sales

Job Title: Coordinator (IV) – Sales

Department: Resort Sales

Reports To: Sales Office Manager

Summary

Provides administrative support to the Director of Sales and Resort Sales staff.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Maintains complete confidentiality, exercising discretion in the production and sharing of all information.
• Assists Director of Sales and Managers in the preparation and coordination of internal and external projects as directed.
• Backs up managers by answering all phone calls within 3 rings and follows up accordingly. 
• Makes sure office mail is picked up and distributed daily.
• Prepares contracts, proposals, and enters all information into Delphi.
• Maintains electronic files of all pertinent information such as contracts, proposals, pictures, sales materials, etc.
• Acts as liaison between and maintains favorable relationships with the client and other departments in the manager’s absence.
• Coordinates and provides confirmation for transportation and amenities from the hotel to the client.  Sets up, files and maintains sales contracts as required.
• Accepts and distributes electronic faxes to the appropriate managers.
• Creates and obtains approval through TSR Compliance department of all meal and beverage vouchers.
• Coordinates the preparation and delivery of sales and marketing pieces to current and future customers.
• Complies with all regulatory, department and resort policies and procedures; is prohibited from entering restricted areas of the casino/resort without a Class III employee escort.  Restricted areas include any/all related back-of-the-house areas at either facility, card game (“pit”) areas, gaming equipment storage, Slot Department offices, Finance Department offices, IT Department areas and all Cage/Vault areas.
• Responsible for maintaining up-to-date knowledge of Credit Card Compliance requirements commonly known as PCI (Payment Card Industry) Compliance by attending training provided by Casino Arizona, at least once a year or more if required by management.  Signature verification of course attendance will be required.  
• Responsible for following the PCI (Payment Card Industry) Compliance regulations to protect card holder data and adhere to the standards to protect guests’ private card information. This includes, but is not limited to, observing and reporting inappropriate card handling activity, of either customers or by employees, as defined by PCI.

Education and/or Experience

High school diploma or GED required; college education preferred; 2 to 3 years related secretarial/administrative experience in a hotel or resort sales environment required; exposure to contracts and sales proposals preferred; and/or equivalent combination of education and experience. 

Computer Skills

To perform this job successfully, an individual should have excellent PC skills and proficient working knowledge of Microsoft Office applications (i.e. Word, Excel, Outlook and PowerPoint); proficient working knowledge of Delphi or other similar resort sales system required. 

Other Qualifications

• Must have strong writing skills and be detail oriented when reviewing documents for errors and omissions.
• Must have hotel experience and and/or administrative experience
• Must have excellent organizational skills.
• Must have excellent communications skills and the ability to make professional presentations to groups of people. 
• Must present a well-groomed appearance.
• Must be a team player and be willing to work a flexible schedule including early mornings, evenings, weekends and holidays. 

Language Skills

Must be able to read, write, speak and understand English.

Physical Demands 

While performing the duties of this Job, the employee is regularly required to walk; use hands and fingers to handle, or feel; reach with hands and arms; climb or balance and talk or hear. The employee must regularly lift and /or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment 

While performing the duties of this Job, the employee is occasionally exposed to secondary smoke.  The noise level in the work environment is usually moderate.