Hotel Sales Coordinator

Belterra Casino Resort•Florence, IN

2d•Onsite

About The Position

The Sales Coordinator is responsible for performing various office support duties (clerical, secretarial, and administrative) to ensure office operates efficiently. This role generates specific reports and initiates a variety of special projects, including generating contracts for the overnight motor coach program. The Sales Coordinator will schedule appointments and travel arrangements, answer and route telephone calls, process daily mail, and perform general clerical work. They will also be responsible for typing correspondence, memos, and file documents, as well as copying and distributing them. Transcription of dictation may also be required. The role involves preparing reports and special projects, which may include data collection, coordination, final copy preparation, and distribution. Additionally, the Sales Coordinator may perform time and attendance and supply ordering duties for the assigned department. A key aspect of this role is troubleshooting IT issues for guests using the Business Center facilities and conference spaces, acting as a liaison between guests and the Sales Team to ensure efficient and professional handling of complaints and requests, and serving as a liaison between guests and other in-house departments. General administrative support to guests, such as making copies, collating meeting materials, sourcing office supplies, and taking/delivering messages, is also expected. The Sales Coordinator will attend weekly Sales Meetings and keep minutes, receive incoming calls to the Sales Office, and distribute leads to the appropriate Sales Manager. Execution of hotel contracts for the overnight motor coach program is a specific responsibility.

Requirements

Ability to use all required office equipment in an effective and efficient manner.
Ability to review and route all necessary documentation, type and review correspondence, etc.
Ability to communicate effectively with outside contacts, customers, and all levels of employees.
Ability to effectively and efficiently move around all work areas.
Must be flexible to work varying shifts and time schedules as needed.
Ability to type 50 to 60 w.p.m.
Knowledge of and ability to operate at least one of the following office systems: Microsoft Office, Delphi, and AS/400 office system.
Ability to initiate, follow-up on, and complete special projects as assigned.
Must be able to obtain and maintain all appropriate licenses / certifications per Federal, State, and Gaming regulations.
Must be at least 21 years of age.
This knowledge and these abilities are typically acquired through a minimum of two years secretarial or related experience.

Responsibilities

Schedules appointments and travel arrangements for assigned staff.
Answers, screens, and routes telephone calls and uses appropriate message display.
Processes daily mail.
Performs clerical work as assigned, including maintenance and holding of documents or files.
Types correspondence, memos, file documents, etc.; copies and distributes such documents to proper recipients.
Transcribes dictation to typed copy.
Prepares reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
May perform time and attendance and supply ordering duties for assigned department.
Troubleshooting IT issues for guests using the Business Center facilities and any/all conference spaces.
Liaison between guests and Sales Team – ensuring all complaints and requests are handled efficiently, professionally and in a timely manner.
Liaison between guests and other in-house departments.
Providing general administrative support to guests i.e. making copies, collating meeting materials, sourcing office supplies on short notice, taking messages and delivering to guests in meeting rooms.
Attends Weekly Sales Meeting and keeps minutes of meeting.
Receives all incoming phone calls to Sales Office, distributes leads prospective business to appropriate Sales Manager.
Executes hotel contracts for overnight motor coach program.