Sales Coordinator

Kimpton Hotels & Restaurants•Bozeman, MT

10d

About The Position

The Sales & Marketing Coordinator is the beating heart of the Sales & Marketing team. This role supports the department by being the first stop for all inbound group and catering inquiries, helping high-value clients and partners, performing administrative and clerical functions, and coordinating projects and tasks to ultimately drive group, tour, consortia, and corporate transient business for Kimpton Armory Hotel Bozeman. The ideal candidate is a self-motivated and ambitious individual with an interest in sales, as well as outstanding organization, communication, computer, and property systems management skills. They value great customer service and have a genuine approach to hospitality.

Requirements

1-2 years of experience in the hospitality industry.
4-year college degree or equivalent experience.
Strong computer skills and proficiency in Microsoft Office suite.
A positive attitude and exceptional guest service skills to support both internal and external customers.
Well organized, detail oriented, and able to handle multiple projects and tasks concurrently with moderate supervision; must be self-motivated and disciplined, and able to prioritize effectively.
Flexible, versatile and a fast learner, able to adapt quickly and maintain calm in a fast-paced and demanding environment.
Comfortable working with internal and external guests, clients, media, partners, owners, and associates at all levels
Must present a well-groomed appearance and professional manner; professional phone and email etiquette.
Ability to speak, read and write English fluently, with strong oral and written communication skills and passion for creating truly personalized experiences for clients and guests.

Responsibilities

Acting as lead catcher for all inbound meeting and event inquiries; promptly qualifying business; accurately building inquiries and bookings in the CRM system; and distributing leads to the appropriate sales team member in accordance with SOPs.
Coordinating travel agent and local account bookings, special requests, follow-up, and commission inquiries; facilitating VIP arrangements, including guest room and restaurant reservations, amenities, and pre-checking guest rooms as needed.
Inputting group reservations and rooming lists into the hotel PMS system, ensuring the accuracy of reservation details.
Supporting departmental financial processes, including purchase orders, supplier setup, invoice processing, commission tracking and payment, expense accruals, and maintenance of the department checkbook.
Providing general administrative support; fielding and following up on incoming calls and emails; screening and fulfilling donation requests; maintaining supplies.
Supporting hotel marketing and programming & activations efforts, including coordination and execution of related initiatives as needed.
Maintaining and organizing sales collateral, presentations, menus, fact sheets, digital assets, and other resources, ensuring materials are accurate and current.
Producing and distributing recurring sales reports; sending planner surveys and distributing results; compiling data and reports as needed for incentive tracking, presentations, meetings, and other business needs.
Coordinating and supporting site tours, media/influencer visits, tradeshows and travel, sales blitzes, client entertainment, and other department events and initiatives.
Supporting the sales team as needed throughout the sales process, including assisting with proposals, contracts, client correspondence, account research, prospecting efforts, and other sales-related administrative needs.
Demonstrating ownership of assigned responsibilities by proactively managing competing priorities and deadlines; anticipating needs and identifying challenges and opportunities; consistently communicating progress to leadership and seeking guidance when appropriate; ensuring work is completed accurately and on time.
Completing special projects as assigned and performing additional duties as required.