HOTEL SALES COORDINATOR

Boyd Gaming•Florence, IN

3d•Onsite

About The Position

The Sales Coordinator is responsible for performing various office support duties (clerical, secretarial, and administrative) to ensure office operates efficiently; generates specific reports and initiates a variety of special projects; generates contracts for overnight motor coach program. The Sales Coordinator schedules appointments and travel arrangements for assigned staff, answers, screens, and routes telephone calls and uses appropriate message display, processes daily mail, and performs clerical work as assigned, including maintenance and holding of documents or files. They type correspondence, memos, file documents, etc., and copy and distribute such documents to proper recipients. They also transcribe dictation to typed copy, prepare reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc. May perform time and attendance and supply ordering duties for assigned department. Troubleshooting IT issues for guests using the Business Center facilities and any/all conference spaces. Acts as a liaison between guests and the Sales Team, ensuring all complaints and requests are handled efficiently, professionally, and in a timely manner. Also serves as a liaison between guests and other in-house departments. Provides general administrative support to guests, such as making copies, collating meeting materials, sourcing office supplies on short notice, taking messages, and delivering them to guests in meeting rooms. Attends Weekly Sales Meetings and keeps minutes. Receives all incoming phone calls to the Sales Office and distributes leads for prospective business to the appropriate Sales Manager. Executes hotel contracts for the overnight motor coach program.

Requirements

Ability to use all required office equipment in an effective and efficient manner.
Ability to review and route all necessary documentation, type and review correspondence, etc.
Ability to communicate effectively with outside contacts, customers, and all levels of employees.
Ability to effectively and efficiently move around all work areas.
Must be flexible to work varying shifts and time schedules as needed.
Machines and equipment used, but not limited to, include computer, word processing applications, fax, copier, scanner, wireless radio (walkie-talkie), and multi-line phone
Ability to type 50 to 60 w.p.m.
Knowledge of and ability to operate at least one of the following office systems: Microsoft Office, Delphi, and AS/400 office system.
Ability to initiate, follow-up on, and complete special projects as assigned.
Must be able to obtain and maintain all appropriate licenses / certifications per Federal, State, and Gaming regulations
Must be at least 21 years of age.
This knowledge and these abilities are typically acquired through a minimum of two years secretarial or related experience.

Responsibilities

Schedules appointments and travel arrangements for assigned staff.
Answers, screens, and routes telephone calls and uses appropriate message display.
Processes daily mail.
Performs clerical work as assigned, including maintenance and holding of documents or files.
Types correspondence, memos, file documents, etc.; copies and distributes such documents to proper recipients.
Transcribes dictation to typed copy.
Prepares reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution, etc.
May perform time and attendance and supply ordering duties for assigned department.
Troubleshooting IT issues for guests using the Business Center facilities and any/all conference spaces.
Liaison between guests and Sales Team – ensuring all complaints and requests are handled efficiently, professionally and in a timely manner.
Liaison between guests and other in-house departments
Providing general administrative support to guests i.e. making copies, collating meeting materials, sourcing office supplies on short notice, taking messages and delivering to guests in meeting rooms.
Attends Weekly Sales Meeting and keeps minutes of meeting.
Receives all incoming phone calls to Sales Office, distributes leads prospective business to appropriate Sales Manager.
Executes hotel contracts for overnight motor coach program.