Tribeca Sales Coordinator

ABOUT THE ROLE

Reporting to the Regional Director of Sales & Marketing, the Sales Coordinator performs general administrative duties to support the sales and marketing team. You will assist clients in booking guest rooms, and hotel meeting and event spaces. You will also work with various hotel departments and outside vendors to ensure that events and meetings run smoothly.

Essential Duties:

• Ability to use repetitive hand and body motions such as grasp, writing, typing, listening, hearing, and visual acuity.
• Role may require the ability to drive a motor vehicle, stand, walk, sit, talk, talk on a telephone or mobile device, carry a laptop (including while traveling), use a computer for a significant amount of time each day, to hear, and to occasionally lift up to 20 lbs.

Specific Requirements of this role:

• Ability to work on multiple projects/events simultaneously.
• Coordinate with vendors, clients, and hotel employees/departments to ensure all parties are on the same page.
• Ensure effective communication both written and verbal with all departments for the success of the event.
• Manage event logistics such as food and beverage services.
• Handle and follow up on inquiries for meetings, events, weddings, and private dining.
• Maintain organization of event documents and event materials.
• Assist with site tours of venues and hotel with client.
• Able to be on property to greet client and assist food and beverage day-of events as needed.
• Prepare event materials such as invoices, contracts, and budgets.
• Ensure event success by meeting deadlines and objectives of event.
• Maintain a positive attitude and work with a team that includes other event coordinators, event managers, sales managers, food and beverage department, housekeeping, engineering, and other staff members as needed.
• Prospect a list of company and referral leads generated through research, networking, social media, and special events.
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Generate sales presentations and a variety of additional materials for prospective customers highlighting event space, dining and catering services, and facility amenities.
• Recognize opportunities to maximize revenue opportunities by up selling and offering enhancements to create outstanding guest satisfaction for the hotel group.
• Assist sales team by managing schedules, filing important documents, and communicating relevant information.
• Enter all sales contracts and rooming lists in Opera.  Monitors the rooming lists for all social events and washes rooms.
• Creates group resumes and BEOs for incoming groups. Coordinates VIP amenities on weekly basis.
• Monitors payments and billing for all groups at both hotels. 
• Updates all corporate accounts in the collection with current rates and adds new accounts to the system.  Tracks the production of every account at both hotels monthly. 
• Generates reports on a weekly basis for revenue calls including the GRC and GDS Reports. 
• Pull Arrivals and Emails first thing each morning
• Write amenities notes for hotels if necessary each morning with Director of Sales and create a plan for VIP Amenities if needed.
• Monitor the PM accounts at both properties. Check to make sure groups are properly set up and close out any open PMs.

• Prospect a list of company and referral leads generated through research, networking, social media, special events.
• Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Generate sales presentations and a variety of additional materials for prospective customers highlighting event space, dining and catering services, and facility amenities.
• Recognize opportunities to maximize revenue opportunities by up selling and offering enhancements to create outstanding guest satisfaction for the hotel group
• Assist sales team by managing schedules, filing important documents, and communicating relevant information.
• Enter all sales contracts and rooming lists in Opera.  Monitors the rooming lists for all social events and washes rooms.
• Creates group resumes for incoming groups and coordinates VIP amenities on weekly basis.
• Monitors payments and billing for all groups at both hotels. 
• Updates all corporate accounts in the collection with current rates and adds new accounts to the system.  Tracks the production of every account at both hotels monthly. 
• Generates reports on a weekly basis for revenue calls including the GRC and GDS Reports. 

Qualifications

• Associates degree in hotel management, business, marketing, or related field of work, or an equivalent combination of education and work-related experience.
• At least 1 year of sales and marketing experience at the corporate or hotel level, or 2 years as a hotel guest service agent.
• Experience with property management systems and central reservation systems.
• Working knowledge of Microsoft Office, including Excel and Word.