Sales Coordinator | AC Hotel Downtown San Jose

Columbia Hospitality•San Jose, CA

6d•Onsite

About The Position

This role involves performing administrative functions to support the sales department, including organizing calendars, managing correspondence, and maintaining organization systems. The Sales Coordinator will handle incoming telephone calls, manage inbound RFPs, prepare and distribute event reports, and assist with sales-related documents. They will also manage deposits, maintain inter-departmental relationships, process invoices and expenses, and assist with event execution and special projects.

Requirements

1-2 years related experience and/or training
Strong written and verbal communication skills, including: The ability to write, proofread and edit reports, business correspondence, and sales contracts.
Effectively present information and respond to questions from team members, managers, clients, guests and general inquiries.
Ability to carry out instructions provided in written and oral format.
Ability to add, subtract, multiply and divide in all applicable units of measure, using whole numbers, fractions, percentages, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to compute discounts, commissions, proportions, and percentages.
Strong computer literacy in Microsoft Office, especially Outlook, Word, Excel and PowerPoint.
Strong knowledge of Social Media Platforms and Trends
Detail oriented with strong multi-tasking and organizational skills.
Ability to solve problems and make decisions in routine situations.
Strong personal skills, including time management, planning and organizing, and delivery of results.
Positive can-do attitude and the ability to adapt to a variety of situations.
Must adhere to Columbia Hospitality Policies and Procedures.

Responsibilities

Performs administrative functions, organizing calendars and department meetings, reading/routing incoming mail, drafting routine correspondence; designs and maintains organization systems.
Answers all sales related telephone calls, take clear/concise messages, provides information, and/or directs call to appropriate team member.
Manages all inbound RFPs assigning them to the appropriate sales contact, and lead reporting.
Prepares/distributes events reports, including the group resume and BEO packet; Facilitates and leads BEO resume meetings.
Assists with preparing e-proposals, sales agreements, and other sales related external documents.
Handles deposits, maintains accurate record of receipt, recording in appropriate platforms, and ensures delivery to accounts receivable.
Develops and maintains favorable working relationships and open communication with all departments.
Responsible for definite agreement process, including turnover from sales to events.
Process sales department invoices and expenses: maintain digital files, handoff to accounting, organize and track as needed.
Finalize billing for groups and work with accounting to ensure accuracy.
Responsible for assisting managers during execution of events.
Assist with special projects and completing ad hoc assignments as needed as necessary.