Complex Sales Coordinator

Highgate Hotels•Honolulu, HI

9d•Onsite

About The Position

The Sales Coordinator supports the Sales team by managing group business from contract turnover through arrival and post-stay follow-up. This role serves as a key point of contact for group clients, ensuring seamless coordination between clients and hotel departments while providing administrative and operational support for group bookings and select events. The Sales Coordinator plays a critical role in delivering exceptional customer service, maximizing group satisfaction, and supporting revenue goals.

Requirements

High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
At least 1 to 3 years of progressive experience in a hotel or related field preferred.
Computer knowledge/skills required.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel related areas.
Must be able to maintain confidentiality of information.
Must be able to show initiative, including anticipating guest or operational needs.
Perform other duties as requested by management.

Nice To Haves

College course work in related field helpful.

Responsibilities

Answer telephone and email messages and respond accordingly.
Open and distribute mail.
Maintain and stay abreast of the latest computer programs/innovations (as applicable).
Filing of all pertinent correspondence in a timely manner.
Type all correspondence pertaining to department.
Maintain adequate inventory of office supplies.
Responsible for the smooth operation of the office.
Type and distribute meeting minutes.
Maintain trace file as needed.
Prepare Banquet Event Orders (BEOS) as per client needs (Catering Only).
Assist with daily operations of the Business Center as needed.
Assist in copying/faxing/mailing.
Greet guests/clients/employees when necessary.
Attend meetings/training as required by management.
Coordinate and service group room blocks from booking turnover through departure.
Serve as a primary contact for group clients, responding to inquiries and requests in a timely manner.
Manage rooming lists, reservations, billing instructions, and group details.
Coordinate group arrivals, departures, VIP requests, and special accommodations.
Work closely with hotel departments to ensure accurate communication and flawless group execution.
Assist with meeting and event logistics, including meeting space coordination, BEO review, and client communication.
Support site visits, property tours, and client planning meetings as needed.
Monitor group pickup, cut-off dates, and room block performance.
Prepare contracts, reports, correspondence, and other sales-related administrative documents.
Identify opportunities to enhance the guest experience and support incremental revenue opportunities.
Maintain accurate records in hotel sales and property management systems.