Sales Coordinator

HRI Hospitality•New Orleans, LA

22d

About The Position

The Sales and Catering Coordinator handles the day-to-day administrative duties of the property-specific Sales and Catering Department at Aloft Hotels, managed by HRI Hospitality. The role serves as a point of contact for the sales office and coordinates sales, catering, group reservations, event documentation, reporting, commissions, supplies, and communications among hotel departments. The coordinator supports assigned hotels and managers, helps ensure accurate sales and property systems, and prepares materials for groups, meetings, and events. Employees are expected to meet performance standards, comply with hotel and company policies and supervisory instructions, and perform other duties as assigned. Duties may be changed or added as necessary.

Requirements

Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees.
Ability to calculate figures and amounts such as discounts, interest, and commissions.
Ability to use common sense and understanding to carry out written or oral instructions.
Ability to address problems involving several concrete variables in standardized situations.
Computer skills.
Ability to multitask and manage detailed information in large amounts.
Highly organized, with strong time-management, prioritization, and flexibility skills.
Excellent oral and written communication skills.
Ability to work under pressure and meet deadlines.
Ability to manage outside departments and agencies.
Strong interpersonal skills and understanding of professional business ethics, decorum, and social skills.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Comprehension of the technical application of a reservations system.
Attention to detail.
Ability to master basic selling techniques.

Responsibilities

Serve as the point of contact for the sales office and coordinate assigned leisure group blocks.
Coordinate with Front Office teams on daily showrooms and share information with sales and catering managers.
Assign group leads from all lead channels to the appropriate sales or catering managers and ensure leads are entered into the on-property Sales & Catering software.
Print and distribute weekly group pickup and cutoff reports for assigned hotels.
Load new groups and build booking links for assigned hotels.
Conduct quarterly audits of Sales Systems and PMS systems to ensure accuracy.
Make reservations for BT managers and enter rooming lists for group sales managers; provide rooming lists for groups and managers upon request.
Actualize room blocks, catering, and banquet functions in the sales system after group departures.
Schedule in-house events and create BEOs for events such as town halls and department meetings.
Enter meeting planner points for groups and applicable projects or special corporate travel promotions.
Manage the HRI SCORE Program and Brand Referral Program for the assigned hotel, including processing commissions and pickup reports.
Verify group commissions and process payment after approval by the DOSM/DORM, through in-house or FastPay processes.
Run daily transaction, activity, group in-house reader board, and SALT reports, as well as weekly BEO, resume, and daily events reports.
Maintain the Master BEO binder for the assigned hotel.
Prepare and distribute the next day's in-house events report to housekeeping, valet, restaurant/bar, and front desk before the daily stand-up meeting.
Personalize gift certificates and maintain paper and Excel records of certificate information for trade-outs, recovery, donations, and individual purchases.
Assist with or create group resumes for each Sales Manager at least 10 days before group arrival and distribute them to essential personnel.
Create the following week's resume packet coversheet, distribute it to the sales and catering department, prepare packets for the resume meeting, and scan a copy to the J-drive.
Hold a brief weekly meeting with Directors of Front Office to review groups arriving within the next 10 days.
Complete amenity forms and cards for groups and weddings and communicate delivery information to the appropriate departments.
Send packages through FedEx for managers and in-house groups.
Create personalized menus, directional signage, table numbers, name tents, buffet cards, and other event materials.
Create breakfast and drink vouchers for groups, weddings, promotional packages, and other eligible programs.
Order sales-kit collateral, promotional materials, amenity cards, envelopes, and business cards; order supplies through Birchstreet and organize the supply closet.
Assemble sales kits and other hotel materials, including flyers and signs, for assigned hotels.
Create contract file folders and file past group records in the locked file cabinet.
Process checks received for deposits.
Attend property staff meetings and other property-specific meetings as requested by the Complex General Manager.
Perform other duties and assignments as requested by supervisors, managers, or hotel/company officials.