Sales Coordinator

HRI Hospitality•Santa Clara, CA

12d•$27 - $36•Onsite

About The Position

The Sales and Catering Coordinator handles the day-to-day administration duties for the property specific Sales and Catering Department. This role is crucial for managing leads, coordinating with various departments, and ensuring the smooth operation of sales and catering events at the ALOFT Santa Clara hotel.

Requirements

High School Diploma
One year of hotel experience is required, preferably at a hotel brand such as Marriott, Hilton, Hyatt etc.
Proficiency in computer programs, including Microsoft Office, is required.
Ability to communicate effectively with customers and employees of the organization.
Ability to write routine reports and correspondence.
Ability to manage detailed information in large amounts.
Highly organized.
Excellent organization skills, manage time well, correctly prioritizes and is flexible.
Ability to work well under pressure and meet deadlines.
Ability to manage outside departments and agencies.
Strong interpersonal skills and possession of a full understanding of professional business ethics, decorum and social skills.
Ability to master basic selling techniques.

Nice To Haves

4 year college degree preferred but not required.
Previous hotel sales experience and systems knowledge is preferred.

Responsibilities

Serve as the point of contact for non-direct calls to the executive office/sales, directing calls and email leads to the appropriate sales and catering managers.
Coordinate with Front Office on daily showrooms and communicate this information to all sales and catering managers.
Assign group leads from all lead channels to the appropriate sales/catering managers, ensuring all leads are entered into the on-property Sales & Catering Software application.
Print and distribute group pick-up and group cut-off reports on a weekly basis.
Load all new groups and build booking links.
Conduct quarterly audits from Sales Systems and PMS systems to ensure accuracy.
Make reservations for BT managers and input rooming lists for group sales managers.
Pull rooming lists for groups and managers upon request.
Actualize room blocks, catering & banquet functions in the sales system after the group’s departure.
Input meeting planner points for all groups and any project or special corporate travel promotions.
Manage HRI SCORE Program and Brand Referral Program for the assigned hotel (e.g., process commission, pickup reports).
Run daily reports (transaction/activities/group in-house reader boards / SALT) and weekly reports (BEO/resume/daily events) for all assigned hotels.
Manage and maintain the Master BEO binder.
Personalize gift certificates, maintain paper records in a binder, and an Excel spreadsheet on the J-drive of certificate information for trade outs, recovery, donations, and gift certificates purchased by individuals.
Assist in creating group resumes for each Sales Manager at least 10 days prior to group arrival and ensure distribution to essential personnel.
Fill out amenities forms and amenity cards for groups and weddings, ensuring delivery information is communicated to appropriate departments.
Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around the hotel, table numbers, name tents, buffet cards, etc.
Create breakfast and drink vouchers for Groups, Weddings, Groupon, Living Social, Sports Package, BT, Elite Member Appetizer, etc.
Handle putting together sales kits or other hotel material like flyers or signs for all assigned hotels.
Create file folders for all contracts in the sales/catering department, and file past groups in the locked file cabinet.
Attend property Staff meetings and other property-specific meetings as requested by the Complex General Manager.
Perform other duties as assigned.