Sales Coordinator

Highgate Hotels•Santa Monica, CA

About The Position

The Sales/Catering Coordinator is responsible for clerical, administrative, marketing materials, and other duties to assist in the smooth operation of Sales/Catering. He/she is also responsible for providing attentive, courteous and efficient service to all guests. This critical role is responsible for supporting the sales and catering teams, at Hyatt Centric Delfina in Santa Monica. Duties of this role will be dynamic, but the overriding goal will be to ensure that the sales team is communicating with other operating departments in an efficient and effective manner, any and all details of sales generated groups and events. Candidates must possess a high level of maturity and composure, particularly while engaging with hotel clients, and a strong attention to detail.

Requirements

High School diploma or equivalent required and/or experience in a hotel or a related field preferred.
At least 3 to 5 years of progressive experience in a hotel or related field preferred.
College course work in related field helpful.
Computer knowledge/skills required.
Flexible and long hours sometimes required.
Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Maintain a warm and friendly demeanor at all times.
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.

Responsibilities

Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests
Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
Responsible for coordinating internally with the sales & marketing team.
Generating reports, preparing proposals, collections details, and coordinating with clients & suppliers.
Assist sales team by managing schedules, filing important documents, and communicating relevant information.
Arrange and coordinate meetings, events, and any appointments.
Interaction with client in regards to leads, hotel needs and client travel.
Meets with clients in the absence of the Director of Sales or Sales Managers to effectively and professionally convey details of the sale to the client.
Perform hotel site tours with potential clients.
Monitor, screen, respond to and distribute incoming communications.
Create and manage Company and Travel Agent profiles on the property management system.
File and retrieve documents and reference materials.
Conduct research and collect data to prepare reports and documents.
Utilizes efficient sales strategy for the maximization of hotel revenue.
Coordinates necessary arrangements with vendors relating to sales.
Establishes strong relationships with vendors to ensure maximization of hotel revenue.
Ensures all documents produced by the Sales Department (i.e., BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
Respond to complaints from customers and give after-sales support when requested.
Ensure the adequacy of sales-related equipment or material are available at all times.
Recognize opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding guest satisfaction for the hotel group
Have a comprehensive knowledge of all operational departments within the hotel; guest services, reservations, housekeeping, audio visual, switchboard, accounting, restaurants, bars, and engineering
Know meeting room setups and capabilities
Other duties as assigned by Director of sales or the management.