Sales Coordinator

HRI Hospitality•New Orleans, LA

22h•Onsite

About The Position

At HRI Hospitality, we offer a unique perspective on hotel ownership and management, focusing on restoring properties and developing new projects that become vibrant community centers. We seek individuals passionate about providing warm welcomes and creating unforgettable guest experiences. With a diverse portfolio of brands in exciting locations, HRI Hospitality is an ideal place for career growth. The Sales and Catering Coordinator is responsible for handling the day-to-day administrative duties for the Property Specific Sales and Catering Department. HRI Hospitality, with a 40-year legacy, has built a robust lodging and mixed-use platform, owning and managing a diverse portfolio in premier U.S. lodging markets. The company is actively involved in development and acquisitions, committed to "Elevating the Urban Experience" for guests. As an approved operator for major full- and focused-service brands, HRIH's hotel management platform emphasizes a balanced approach incorporating People, Profit, and Revenues, leveraging deep sector expertise and an owner's perspective to operate properties effectively.

Requirements

High School Diploma
Minimum of one year hospitality experience
Ability to write routine reports and correspondence
Ability to speak effectively before groups of customers or employees of organization
Ability to calculate figures and amounts such as discounts, interest and commissions
Ability to apply common sense and understanding to carry out instructions furnished in written or oral from
Ability to deal with problems involving several concrete variables in standardized situations
Computer skills are required
Must be able to multi-task
Able to manage detailed information in large amounts
Highly organized
Excellent oral and written communication skills
Excellent organization skills, manages 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
Proficient in use of Microsoft Word, Excel and PowerPoint
Comprehension of technical application of reservations system
Detail-oriented
Ability to master basic selling techniques

Nice To Haves

4-year college degree preferred
Hotel sales systems knowledge preferred

Responsibilities

Point of contact for sales office Coordinator and point of contact for leisure group blocks as assigned
Coordinate with Front Office(s) on daily showrooms and communicate the information to all sales and catering managers
Assign group leads from all lead channels to the appropriate sales/catering managers
Ensure that all leads are entered into to on-property Sales & Catering Software application
Print and distribute group pick up and group cut off reports on a weekly basis for all assigned hotels
Load all new groups and build booking links for all assigned hotels
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 for assigned hotel
Schedule all in-house events and create BEOs (i.e. Town Hall Meetings, department meetings, etc.)
Input meeting planner points for all groups and any project or special corporate travel promotions for assigned hotel
Manage HRI SCORE Program and Brand Referral Program for the assigned hotel (i.e. process commission, pickup reports)
Manage group commission by verifying and process payment once approved by DOSM/DORM via in house or fastpay
Run daily reports (transaction/ activities/ group in-house reader boards / SALT)
Run weekly reports (BEO/resume/daily events) for all assigned hotels
Management and upkeep of the Master BEO binder for assigned hotel
Print off the events report and write the groups in house for the next day, then hand deliver to housekeeping, valet, restaurant bar and front desk before daily stand-up meeting for assigned hotel
Personalize gift certificates, keep paper record in a binder and excel spreadsheet on the J-drive of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individuals
Assist/Create group resumes for each Sales Manager at least 10 days prior to group arrival and ensure distribution to essential personnel for all assigned hotels
Create the coversheet for the resume packet for the following week and send out to the sales and catering department
Create the resume packets for the resume meeting and scan a copy to the J-drive
Conduct a brief weekly meeting with Directors of Front Office to review all groups arriving within the next 10-day period
Fill out amenities' forms and amenity cards for groups and weddings and ensure delivery information is communicated to appropriate departments
Send out packages through FedEx for managers and groups in-house
Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around 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.
Order collateral for assembling sales kits, sales promotions, amenity cards, envelopes
Order business cards for all supervisors and managers in the hotel and restaurant
Order supplies through Birchstreet and maintain organization of the supply closet
Handle putting together sales kits or other hotel material like flyers or signs for all assigned hotels
Create file folders for all the contracts in sales/catering department, and file past groups in the locked file cabinet
Process all checks that are received for deposits
Attends property Staff meetings, and other property specific meetings as requested by the Complex General Manager
Other duties as assigned