Sales Coordinator

The Ballantyne Hotel & Spa, Charlotte•Charlotte, NC

11d

About The Position

The Sales Coordinator provides administrative and sales support to the Sales Department and Group Sales Team. The role handles sales correspondence and inquiries, prepares proposals, contracts, presentations, and other sales documents, coordinates sales activities and client visits, and maintains accurate records and reports. The coordinator also supports sales promotions, campaigns, collateral, and events, and liaises with other departments to help ensure client needs are met. The ideal candidate is organized, detail-oriented, accurate, and has strong written and verbal communication skills.

Requirements

Previous experience in an administrative or sales support role is preferred.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Proficiency with word-processing and spreadsheet software, CRM systems, and Microsoft Word, Excel, and PowerPoint.
Attention to detail and accuracy.
Thorough working knowledge of Delphi, including account and contact updates, group bookings and contract revisions, contract merging and clause adjustments, and report creation.

Nice To Haves

Working knowledge of Opera, including reservation searches, daily arrivals reports, guest profile updates, special codes and amenities, folio access and printing, and rate-code checks.

Responsibilities

Provide administrative support to the sales team, including scheduling appointments, managing calendars, and preparing correspondence.
Answer and qualify inbound calls and leads, take accurate messages, and respond to leads through Starcite, Meeting Broker, and direct client contact.
Prepare accurate and timely sales proposals, contracts, pro formas, sales collateral, and client or prospect presentations.
Coordinate sales activities, including site inspections, client visits, entertainment, events, and other sales functions.
Prepare showrooms for site inspections and manage shipping of collateral and gifts for sales trips.
Maintain sales records and reports, including creating or updating accounts and contacts, managing group bookings and contracts, and preparing requested GRC reports in Delphi.
Prepare and process expense reports.
Prepare group turnover files and track and collect deposits.
Handle customer inquiries and provide information about hotel products and services.
Assist with sales collateral, marketing materials, promotions, and campaigns.
Liaise professionally with other departments to ensure client needs are met.
Perform other administrative tasks as requested.