Sales & Catering Coordinator

Overview: A Kolter Hospitality Sales Coordinator is responsible for providing administrative sales support to the Director of Sales and General Manager. This position is responsible for sales inquiries, group and crew/contract reservations, group block management, in house sales efforts, servicing small meeting and events and other duties as assigned by the Director of Sales and General Manager.

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Performance Expectations:

1. Responsible for entering in reservations as assigned by the Director of Sales, to include group rooming lists, crew/contract manifests and manual OTA reservations. 
2. For those hotels with crew business, the Coordinator is responsible for crew sign in sheets, manifest uploads and end of month reconciliation.
3. Creates and manages group blocks, including cut off dates and pick up reports.
4. Assists the DOSM with preparation and tracking of group deposits, commissions, rebates and presentation of final charges.
5. Creates and distributes VIP profiles, Group Resumes and BEOs.
6. Post planner points.
7. Assist the Sales Team with detailing as necessary.
8. Communicates scheduled site visit alerts and prepares the guest rooms and space for tours.
9. Conducts walk in site visits.
10. Establish and maintain the sales software system, including updating group pick up on the GRC.
11. Run sales reports as directed, to include Pace, GRC, Top Accounts, Mix of Sales and others. 
12. Manage in house VIP program. Check for repeat and target account guests. Coordinate delivery of notes, cards and cookies or other amenity.
13. Sends out and tracks ESS surveys post event and solicits for future bookings.
14. Responsible for monitoring sales voicemail messages and answering incoming sales inquiries, qualifying and routing calls as appropriate.
15. Responsible for qualifying and booking SMERF groups and Meeting Only opportunities.
16. Type all correspondence, reports and contracts.
17. Prepare and report out sales revenue as directed.
18. Complete special projects and other reasonable duties as assigned by the Director of Sales and General Manager. 
19. Maintain a solid professional relationship with clients. Work closely with other departments to coordinate details, special requests and VIP packages.
20. Maintain sales office supplies including collateral and kits, qualifying sheets, lead sheets, etc. 
21. Refer business to our Kolter Hospitality properties of a sales contact who conducts business within our other geographical areas.
22. Practices positive customer service behaviors, such as listening, initiative, responsiveness, cheerfulness, accommodation, courtesy, honesty and professionalism.
23. Report to the Director of Sales/General Manager any unfinished business each day.
24. To carry out any reasonable request from a supervisor or company representative.
25. To assist in the motivation of staff through a positive and supportive approach.
26. To be committed to and generate Team commitment in the fulfillment of 100% service to the property’s guests.
27. Reports to work on time as scheduled. Well groomed, name badge and professional attire according to brand/company policies.
28. Demonstrates good communication skills and helps ensure optimum communication between all shifts, departments, and management.
29. Reports any employee concerns, maintenance conditions, guest problems, breach of security, and /or emergencies in accordance to company/brand/legal requirements to the General Manager. 

Behavioral Expectations:

Be effective and innovative in handling and solving problems in the workplace.

Remain positive and helpful while working in a fast-paced environment.

Committed to the success and growth of the company.

Act honorably, even when no one is watching.

Eagerness to grow and/or develop within the company

Passionately provide personalized guest service

Qualification Requirements 

1. Education and/or Experience

• Experience in hotel or related hospitality industry
• Proven ability to sell

1. Communication Skills

• Must be able to read, write and understand the English language, write concise reports with proper format, punctuation, spelling, and grammar; speak with poise, voice control and confidence using correct English and pleasant voice tone.
• Must be able to conduct and manage meetings, as well as speak to large groups as needed.
• Ability to communicate with staff members who speak/write limited English.
• Must have an outgoing, sales minded personality with the ability to close.

1. Accounting Skills

• Must be able to add, subtract, multiply, and divide.

Physical Demands    

The physical demands described here are representative of those that must be met by and employee to successfully perform the essential duties of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires bending, stooping, along with the mobility to climb stairs and frequently walking. Occasional lifting and/or moving light objects weighing up to 20 lbs. may be possible. Occasionally lift and/or move medium objects weighing up to 50 lbs.  Requires hand/eye coordination and manual dexterity.

Specific vision abilities required by the job close and distance vision, and the ability to adjust focus.

This position requires the employee to work flexible shifts, including nights and weekends on occasion as business levels deem necessary. 

Computer Skills        

The employee must be proficient in Microsoft Office, including regular use of Word, PowerPoint and Excel.  Ability to learn and be familiar with the PMS systems and sales software of the assigned properties is also required.

Financial Responsibility       

Assisting the Director of Sales and General Manager to maximize revenue through sales efforts of the assigned location.

Kolter Hospitality is proud to be an Equal Opportunity Employer.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description is a summary of primary responsibilities and qualifications.  The job description is not intended to include all duties or qualifications that may be required now or in the future. Kolter Hospitality is a drug-free workplace. Pre-employment drug test and background check required.