Sales Coordinator | AC Hotel San Jose Downtown

Columbia Hospitality•San Jose, CA

1d•Onsite

About The Position

The Sales Coordinator will perform administrative functions, organize calendars and department meetings, read/route incoming mail, and draft routine correspondence. They will design and maintain organization systems, answer sales-related telephone calls, take messages, provide information, and direct calls to the appropriate team member. This role manages inbound RFPs, assigns them to sales contacts, and handles lead reporting. The Sales Coordinator prepares and distributes events reports, including group resumes and BEO packets, and facilitates BEO resume meetings. They will assist with preparing e-proposals, sales agreements, and other sales-related external documents. This position handles deposits, maintains accurate records, records information in appropriate platforms, and ensures delivery to accounts receivable. The Sales Coordinator develops and maintains favorable working relationships and open communication with all departments. They are responsible for the definite agreement process, including turnover from sales to events. This role processes sales department invoices and expenses, maintains digital files, hands them off to accounting, and organizes and tracks them as needed. They will finalize billing for groups and work with accounting to ensure accuracy and assist managers during the execution of events. This is a fully on-site position requiring presence on the property 5 days a week. The Sales Coordinator will also assist with special projects and complete ad hoc assignments as needed.

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 RFP’s 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.