Sales Coordinator

The Barnett Hotel and Maison Métier are looking for a Sales Coordinator to join the team.

JOB SUMMARY

The Sales Coordinator handles the day-to-day administrative duties of the Sales and Catering Department. 

JOB DUTIES

• Point of contact for the sales office.
• Coordinator and point of contact for leisure group blocks as assigned.
• Coordinate with Front Office(s) on daily showrooms and communicate the information to all sales and catering managers.
• Assign group leads from all lead channels to the appropriate sales/catering managers. Ensure that all leads are entered into the on-property Sales and catering Software application.
• Print and distribute group pick-up and group cut-off reports on a weekly basis for all assigned hotels.
• Load all new groups and build booking links for all assigned hotels.
• Conduct quarterly audits of sales systems and PMS systems to ensure accuracy.
• Make reservations for BT managers and input rooming lists for group sales managers.
• Pull rooming lists for groups and managers upon request.
• After the group departs for the assigned hotel, actualize room blocks, catering, and banquet functions in the sales system.
• Schedule all in-house events and create BEOs (i.e. Town Hall Meetings, department meetings, etc.).
• Input meeting planner points for all groups and any project or special corporate travel promotions for assigned hotels.
• Manage HRI SCORE Program and Brand Referral Program for the assigned hotel (ie. process commission, pickup reports).
• Manage group commission by verifying and processing payment once approved by DOSM/DORM via in-house or fastpay.
• Run daily reports (transaction/ activities/ group in-house reader boards /HySat).  Run weekly reports (BEO/resume/daily events) for all assigned hotels.
• Manage and upkeep the Master BEO binder for the assigned hotel.
• Print off the events report and write the groups in house for the next day, then hand deliver to housekeeping, valet, restaurant bar and front desk before daily stand up meeting for assigned hotel.
• Personalize gift certificates, keep paper record in a binder and excel spreadsheet on the J-drive of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individuals.
• Assist/Create group resumes for each Sales Manager at least 10 days before group arrival and ensure distribution to essential personnel for all assigned hotels.
• Create the coversheet for the resume packet for the following week and send out to the sales and catering department.  
• Create the resume packets for the resume meeting and scan a copy to the J-drive.
• Conduct a brief weekly meeting with the Front Office directors to review all groups arriving within the next 10 days.
• Fill out amenities forms and amenity cards for groups and weddings and ensure delivery information is communicated to appropriate departments.
• Send out packages through FedEx for managers and groups in-house.
• Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around hotel, table numbers, name tents, buffet cards, etc.
• Create breakfast and drink vouchers for Groups, Weddings, Groupon, Living Social, Sports packages, BT, Elite Member appetizers, etc.
• Order collateral for assembling sales kits, sales promotions, amenity cards, envelopes.  Order business cards for all supervisors and managers in the hotel and restaurant.  Order supplies through Birchstreet and maintain organization of the supply closet.
• Handle putting together sales kits or other hotel materials like flyers or signs for all assigned hotels.
• Create file folders for all the contracts in the sales/catering department and file past groups in the locked file cabinet.
• Process all checks that are received for deposits.
• Attends property Staff meetings and other property-specific meetings as requested by the Complex General Manager.
• Other duties as assigned.

MINIMUM REQUIREMENTS

Education

• High School Diploma
• 4-year college degree is preferred but not required

Experience

• A minimum of one year of hospitality experience is desired.  Hotel sales systems knowledge preferred. Previous customer service experience a bonus.