Sales Coordinator - Dollywood's HeartSong Lodge & Resort - Full Time Year Round

All Career • Pigeon Forge, TN

1d

About The Position

At Dollywood Parks & Resorts, we create memories worth repeating. We do this every day at Dollywood Resorts, which include over 600 rooms and 15 Food & Beverage outlets, all located in the Great Smoky Mountains of East Tennessee. Our future plans include growing our resort footprint to over 1200 rooms across five resorts at Dollywood. Ask anyone who has visited Dollywood Parks & Resorts, and they will tell you this place is different. It’s not a difference you can touch or see - it’s a difference you can feel. We are seeking a Sales Coordinator for Dollywood Resorts who will embody the heart and soul of our mission of creating memories worth repeating while caring deeply about our brand. We want to work alongside someone who acts as an extension of our mission, values, and culture. This individual is driven to create meaningful experiences for our hosts, guests, and community while ensuring the success and profitability of our unique offerings. They also bring fun, authenticity, collaboration, creativity, and genuine hospitality to their life and work. We seek an individual who can bring the vision of the resorts to life. The right Sales Coordinator will be equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator. Additionally, the ideal candidate will be able to display and live out Lead with Love qualities, strongly rooted in the Dollywood Company culture, by being patient, kind, trusting, unselfish, truthful, forgiving, dedicated and accountable. Summary of Essential Functions and Responsibilities Ownership of group reservation requests routed through Sales Managers. Reservations typically consist of reservations for meeting planners and event staff whose charges are directed to the master bill or who need special attention on pre-blocking, etc.

Requirements

• Must be at least 18 years of age
• High school diploma or equivalent
• At least three (3) years of job-related experience in hospitality sales, front desk or reservations required
• Strong clerical, data entry, and administrative experience required
• Previous guest/customer service experience required
• Intermediate computer skills with working knowledge of Microsoft applications
• Driver's license and acceptable driving record required
• Offers of employment are contingent upon satisfactory completion of background screening which includes criminal history and motor vehicle record check
• Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees
• Must reflect Dollywood’s image by being genuinely friendly and caring and by taking pride in work
• Must be self-motivated and disciplined
• Must be able to prioritize and complete work assignments on a timely basis
• Must maintain strict confidentiality and judgment regarding privileged information
• Must be committed to continuous improvement
• Must maintain a professional appearance with good personal hygiene
• Must promote and support a “team” work environment by cooperating and helping co-workers
• Must be productive in a fast-paced environment
• Must maintain dependable work attendance and flexibility with assigned work schedules including any required overtime, evenings, weekends and holidays
• Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines
• Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills
• Able to collaborate with cross-functional teams to plan, execute, and deliver projects ahead of schedule, fostering open communication and mutual support to achieve shared goals
• Able to comprehend instructions and retain information
• Able to perform duties consistently while creating a safe and secure environment for hosts and guests
• Able to be flexible and handle frequent changes in priorities
• Able to add, subtract, multiply and divide with accuracy
• Must be able to communicate effectively with Guests and Hosts using approved communication methods
• Able to tolerate various temperatures while working indoors and outdoors
• Able to meet the physical demands of the job
• Able to analyze, forecast data, and make judgements
• Extremely well organized with attention to detail
• Good communicator – accurate, consistent and detailed with the ability to speak in front of groups
• Accurate typing skills. Fundamental computer experience essential
• Must use good grammar, spelling and punctuation
• Ability to operate a multiple button telephone, keyboard, copier, facsimile, calculator, computer, printer and postage machine
• Excellent memory – retention and recall
• Lifting and Carrying: Position may require occasional to frequent lifting of up to 50 lbs utilizing company’s safety guidelines for safe lifting
• Mobility: Position may require intermittent to prolonged sitting, standing and/or walking for duration of shift, up to 13 hours. Employees may also be required to travel to various areas on property which may include changes in terrain, stairs and uneven surfaces
• Repetitive Movements: This position may require performing repetitive movements and tasks throughout the shift, including repeated use of hands, arms or other body parts as part of typical job functions
• Environmental Conditions: This position requires the ability to perform work tasks in varying weather conditions to include extreme cold and heat. Employees may be required to work indoors and outdoors
• Cognitive and Sensory Requirements: This position requires strong cognitive skills, including the ability to think critically, solve problems, process and retain information, have attention to detail and communicate effectively using approved methods

Nice To Haves

• Previous experience with Delphi and Opera systems preferred

Responsibilities

• Enters all rooming lists
• Actively monitors and manages room blocks, including dates and attrition levels to optimize group accommodations
• Processes the payments, deposits, and direct bill requests for all groups as handed down by the sales manager
• Composes the group resumes for distribution at weekly operations meeting
• Pre-blocks the group rooms as needed prior to arrival
• Sets up the routing of group room blocks prior to arrival
• Performs daily checks on open house accounts; handles credit card information used to close out accounts in a confidential manner according to company and PCI requirements
• Reconciles daily revenue with Delphi to assure proper credit has been given to group rooms and their proper market segment
• Reviews the folios for accuracy for the accounting department on direct bill accounts
• Sends the groups and events that choose render final payment upon departure their final folios showing zero balance and a post-event survey
• Maintains the sales filing system
• Completes administrative duties as needed by the ADOS and the Sales Managers
• Handles group VIP amenity arrangements
• Creates purchase orders and purchase card expenses as directed by the Associate Director of Sales
• Maintains the ordering and stocking of sales collateral
• Processes commission payments for groups
• Handles travel arrangements for members of the sales team as needed
• Other duties as assigned by the Associate Director of Sales
• Management reserves the right to change and/or add to these duties at any time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED