BASIC FUNCTION: The Sales Coordinator will assist the Sales and Marketing Director, with daily activities in the Sales and Marketing Department and also assist the Sales Managers with administrative functions.
QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING, & WORK EXPERIENCE
High school diploma or equivalent.
College degree preferred.
Two years experience in the hospitality industry or sales field.
Typing of 60 words per minute.
Excellent communication skills.
Above average proficiency in Microsoft Office including Word, Excel, Outlook and Publisher.
Good organizational skills and detail oriented.
ESSENTIAL FUNCTIONS:
Maintain a professional demeanor at all times and maintain work area in a professional, orderly manner.
Monitor and logs incoming inquiry calls both on the general line and the sales manager individual lines to ensure 100% live call. In addition, answer any phone in the sales department that rings more than two times.
Screen all incoming correspondence to the Director of Sales and Marketing.
Monitor and submit 3rd Party Commissions to Accounting on a bi-weekly basis. Follow-up to ensure that commissions are processed and paid out.
Participate in “copy room duty” which includes distribution of company-wide mail to pertinent boxes, routing incoming faxes, route interdepartmental memos, and ordering supplies for general use.
Prepare proposals and contracts on an as-needed basis. Fax, copy, mail, and distribute proposals as requested.
Enter contractual event data for programs into ENVISIONi system on an as needed basis.
Follow up on Group with rooms ONLY - cut off dates, rooming list and methods of payments.
Receipt of a signed contract, ensure that the data in the ENVISION system is accurate. Prepare copies of the necessary information for Conference Planning, Accounting and Group rooms (i.e. turning a file “definite”).
Responsible for accurately coding every invoice, check request and purchase order going out of the department with the appropriate general ledger code. Maintain a monthly log of every department expense. Meet at least once monthly with the Director of Sales and Marketing to discuss that month’s expenses prior to closing of the Profit and Loss statement.
Take minutes of the weekly Sales Meetings as needed. Type minutes and distribute to Human Resources and the General Manager.
Handle inquiries about rooms for VIPs. Complete VIP paperwork, route for necessary signatures, route to each pertinent department and follow through with amenity requests, etc.
Track the inventory of collateral on a monthly basis. Update inventory control sheet.
Miscellaneous duties to support the General Manager.
MARGINAL FUNCTIONS:
Respond to any reasonable task as assigned by supervisor or manager.
Complete questionnaires on the property for free and paid listings in media publications.
ENVIRONMENT:
Indoors in a well-lit office at a wood veneer desk with a computer, keyboard, mouse, telephone, and padded chair with wheels
This position is at a location where Hyatt is not the employer. The employer of individuals working at this hotel may be a third-party management company that is responsible for all employment benefits and obligations at this location.
Seniority level
Entry level
Employment type
Full-time
Job function
Sales and Business Development
Industries
Hospitality
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