JOB DESCRIPTON
JOB TITLE: Sales Coordinator
REPORTS DIRECTLY TO: Director of Sales
DEPARTMENT: Sales
RESPONSIBILITES:
- Establish contact with primary meeting planner as well as on-site group contact (if not the same person) for all group bookings once they have been confirmed by the Director of Sales/Sales Manager.
- Set up room block in Opera and keep track of changes to the block, monitor room block cutoff dates.
- Responsible for all group billing including deposits, and final invoices for both hotel’s balance.
- Manage group cutoff dates and input rooming lists of group blocks into the system and ensure that routing (billing) is setup properly.
- Coordinate all logistics and details of group and prepare for the group meetings in advance of the arrival. Including but not limited to: Assisting groups with ground transportation and / or off-site dinner arrangements as necessary.
- Create and update weekly event calendar. Responsible for creating and circulating all group resumes, which outline pertinent group information and instructions for each department on any specific requirements groups may have.
- Meet key contact upon arrival at hotel and confer with client throughout event to ensure customer satisfaction
- Coordinate on-site meeting services of hotel with banquet services of Artisan to ensure an overall smooth and efficient group meeting experience.
- Verify and send out invoices for all groups originating from Sales Office.
- Maintain an inventory of office supplies.
- Prepare and maintain an inventory of Sales Kits.
- Maintenance of Sales Department files for all future, current and past groups
- Answer sales office phones, and take messages & inquiries for Director of Sales & Sales Manager when they are not in the office.
- Assisting Front Desk and Reservations departments when required.
- Assisting Director of Sales with any additional tasks or projects.
- Updating reports; weekly budget reports, monthly group sales reports, monthly corporate negotiated accounts.
