Coordinator - sales

Overview:

This position is integral to the success of the team and provides a foundational platform for future growth in hospitality.

Responsibilities:

• Provide telephone and message support for the sales department when sales leaders are with clients or unavailable.
• Respond to general sales emails; distribute requests to the appropriate sales leader.
• Qualify initial inbound inquiries or requests for group, catering, and business travel clients.
• Replenish office supplies, prepare & submit purchase orders, and liaise with vendors to order materials and collateral.
• Coordinate business trip logistics including flight research, ground transportation, hotel room reservations, catering orders, client appreciation, and any other details.
• Prepare expense reports on behalf of sales leaders.
• Communicate client property tours to various hotel departments and ensure the components are ready in advance.
• Showcase the property to prospective clients when sales leaders are travelling on business.
• Communicate with travel specialists, corporate planners, and individual sales clients to gather pre-arrival information on behalf of their clients.
• Enter information and preferences in guest profile in Opera; add VIP amenities and traces; liaise with Hotel Reservations team and clients to confirm arrangements.
• Submit online responses to group and catering inquiries in various venue sourcing platforms (e.g., Cvent).
• Enter sales inquiries into the CRM system (Delphi); block guest rooms and meeting & event space as needed; ensure client database is up to date with company and contact details, and any other pertinent information.
• Prepare proposals, contracts, and addendums on behalf of sales leaders.
• Compile and distribute daily, weekly, and monthly reports.
• Create gift certificates.
• Respond to internal and external stakeholder requests.
• Proactively communicate with other departments on important client requests, department updates, and time sensitive information.
• Process invoices with accounting team; work closely to ensure accurate and timely processing of deposits and billing requests.
• Produce event signage on behalf of the catering team.
• Represent the depart and hotel at client functions and events as needed.
• Provide additional administrative assistance as needed.

This job description reflects the position’s essential functions; it does not encompass all of the tasks that may be assigned.

Qualifications:

• 1+ year of experience in an administrative position, a hotel environment, or similar.
• Experience working for a luxury lifestyle brand preferred.

• Clear and concise written and verbal communication skills.
• Strong command of software applications, especially Microsoft Office (Word, Excel, PowerPoint) and other web-based applications including Google Docs and WeTransfer.
• Ability to organize and complete a multitude of simultaneous tasks according to priority and due date.
• Ability to handle confidential information with discretion.
• Ability to comprehend and use technical or professional language, either written or spoken, to communicate complex ideas.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and employees of the organization.
• Ability to perform numerical operations using basic counting, adding, subtracting, multiplying, or dividing.
• Ability to effectively deal with internal and external customers and staff, some of whom will require high levels of patience, tact, and diplomacy.
• Fluency in English: additional languages preferred.

• Ability to move throughout the business (standing, walking, kneeling, bending) for extended periods of time.
• Ability to make repeating movements of the arms, hands, and wrists.
• Ability to express or exchange ideas verbally and perceive sound by ear.
• Ability to obtain impressions through the eyes.
• Manual dexterity, hand-eye coordination, and ability to work with hand above shoulders.
• Ability to occasionally move objects (lift, push, pull, balance, carry) up to 10 pounds / 5 kilograms.
• Ability to tolerate exposure to heat, cold, chemicals, and loud/noisy environment.

Additional Details:

• Deep understanding of lifestyle hotels.
• Self-starter with an entrepreneurial spirit and strong organizational skills
• Must meet legal requirements for any required licensing.
• Ability to work evenings, weekends, and holidays, as needed.
• For this New York, New York United States-based position, the expected starting pay is $28-30.00 per hour.

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