Sales Coordinator

Arlo Williamsburg•New York, NY

10d•$29 - $31•Onsite

About The Position

Arlo Hotels, an independent lifestyle hotel, is actively seeking a dynamic Sales Coordinator. This position is responsible for assisting and supporting the Director of Sales and Sales Manager(s) in daily sales operations within the sales and events department capacity.

Requirements

Experience in an administrative office environment.
College or university degree.
Knowledge of general hotel operations.
Knowledge of general administrative duties.
Knowledge of Tripleseat or similar event management software.
Proficient in Opera Cloud, Salesforce and Micros.
Strong organizational skills with attention to detail.
Ability to handle multiple tasks and work under pressure.
Excellent communication and interpersonal skills.
Experience with event coordination, catering, or hospitality is preferred.
Ability to problem-solve and adapt to changing circumstances.
Ability to juggle multiple group bookings and events simultaneously, ensuring all details are managed efficiently and effectively.

Responsibilities

Ensures all inquiries are entered properly into the inquiry form and Opera as requested, qualifies the inquiry properly and passes to the appropriate Sales Manager or Director of Sales.
Provides clients with detailed information regarding the hotel, its facilities, and surrounding areas, and replies to inquiries the same day.
Ensures prompt issuance of proposals, corporate/group/wholesale rate agreements, and collateral requests given by the Director of Sales.
Assists the Director of Sales with booking room reservations and groups by following up on booking procedures (e.g., getting history, requesting deposits, credit/direct billing applications, credit card authorization forms) and follows up on group success while on-site and after the event for re-booking purposes (within hotel policy).
Tracks monthly production of corporate/consortia accounts.
Acts as key administrator on Lanyon for corporate/consortia RFPs, checking Lanyon twice daily during RFP season and submitting all incoming RFPs on time.
Acts as key administrator on Starcite, Cvent, Hotelplanner for group RFPs, checking all electronic tools twice daily and submitting all incoming RFPs within 24 hours.
Conducts site inspections with clients as needed.
Prepares and distributes group resumes and BEOs.
Assists the Events department with logging leads and sending out the events/activation calendar on a weekly basis.
Monitors room release dates for group blocks by running the 'Blocks by cutoff date' report daily and reviews room pick-up/drop-off on a daily basis.
Meets and greets clients in a professional and hospitable manner, acting as the first point of contact for the sales and catering department for incoming calls and visitors, and serves as a liaison between the Director of Sales and clients.
Attends sales meetings and any other meetings as required, taking minutes for meetings as requested.
Files a variety of materials and updates the sales activity trace system, ensuring a properly organized work environment.
Prepares special requests and amenities as required for VIP guests and group arrivals.
Replenishes sales kit supplies and office supplies for the sales and catering team as needed.
Assists in the preparation of in-house sales promotions, receptions, and client functions.
Ensures the sales share drive has all relevant and up-to-date files, and organizes and updates Opera accounts and contacts.
Attends client/association/company events as required.
Actively upsells each request to maximum profitability and sales.
Assists in the handling of telephone and walk-in inquiries.
Consults with Accounting, Front Desk, and F&B Departments on billing procedures as required.
Distributes group resumes to all departments, ensuring the file turnover checklist is completed prior to handing definite files over.
Maintains and updates the directory listings.
Follows up on bookings and obtains additional information to complete the sales files.
Maintains and updates the Opera database.
Expedites direct mail pieces and progress.
Makes individual and group reservations, adding special requests and notes as necessary.
Sends intro letters to meeting planners requesting rooming lists, VIP details, and billing forms for all definite groups.
Inputs group rooming lists and provides group reservation confirmations to meeting planners.
Administers group rooming list guestroom changes and cancellations.
Identifies Group VIPs and upgrades to the next room type as necessary.
Ascertains VIP client requirements/needs and ensures they are communicated to the operating departments.
Ensures hotel guarantee, deposit, and cancellation policies are adhered to for individual and group reservations.
Ensures credit card authorization forms and photocopies of the front and back of credit cards are obtained prior to guest arrival to set up direct billing.
Provides clients with a level of service that meets or exceeds their expectations.
Assists the Director of Sales and Sales Managers in maintaining strong relationships with key accounts.
Maintains an updated file of potential and existing clients with detailed information profiles about their potential and production.
Assists the Director of Sales in preparing and submitting production reports, activity reports, sales trip & expense reports, action plans, and other reports as necessary in a timely manner.
Participates in trade shows and blitzes as required.
Initiates mailings to obtain better market saturation.
Stays current on competition and the marketplace.
Conducts competitive price shopping to ensure the hotel is appropriately priced for all seasons in specific market segments.
Responds to customer complaints, giving out information and resolving problems, involving the Director of Sales, Assistant General Manager, and General Manager as necessary.
Assists in the preparation of weekly activities and sales call plans outlining activities, proposals, and business overall as necessary.
Assists with the preparation of profit plans, rate plans, forecasting, budgeting, and any other reports as required by Management.
Photocopies and distributes a variety of materials such as incoming and outgoing mail, sends facsimile and email messages.
Ensures Opera is supported.
Assists with and facilitates sales policies and procedures, development, enhancement, and implementation thereof.
Follows up on rooming lists, function details, and deposits as required.
Types, faxes, and distributes a variety of documents such as sales contracts, event orders, proposals, and letters, and any other types of correspondence required.
Distributes sales and statistical booking productivity reports, bookings, and contracts to the appropriate departments.
Enters, edits, and cancels bookings in the computer as required.
Maintains an updated file of clients and prospects.
Records and logs inquiries.
Ensures continuous inventory of collateral brochures and other materials for distribution/mailings to guests, tradeshows, and walk-ins.
Updates and maintains mailing lists.
Completes purchase orders for any purchase requests.
Complies with hotel policies and procedures.
Acts as key operator for Opera, including follow-up and resolving any sales and catering issues.