Sales Coordinator-Full Time - The Langham, Chicago

Langham Hotel

4h•Onsite

About The Position

Performs all general administrative duties to include answering phones, maintaining files, typing correspondence, preparing reports, assisting hotel guests and other tasks that are related to achieving hotel goals.

Requirements

Ability to prioritize, organize work assignments and delegate responsibilities.
Ability to be successful and productive.
Ability to effectively communicate.
Ability to promote positive relationships with customers, guests, and staff.
Ability to ensure confidentiality of guest and hotel data.
Ability to work within a cohesive team or perform job functions independently with minimal supervision.
Ability to seek knowledge and understanding of how to be effective, and what strategies to deploy to be successful.
Ability to enforce hotel's quality standards, procedures, etc.
Ability to follow up with corrections when necessary.
Ability to adhere with deadlines.
Ability to be a clear thinker, analyze and resolve problems exercising good judgment.
Ability to focus attention on details.
Ability to input and access information into computer.
Ability to remain calm and courteous with demanding/difficult situations.
Ability to balance time and work efficiently.
Knowledge of Microsoft Word and Excel required.

Nice To Haves

Previous Coordinator experience preferred.
Luxury hotel experience preferred.
Knowledge of Delphi, Opera and Ideas preferred.

Responsibilities

Manage paperwork of assigned managers in processing contracts, proposals, amenities, reservation forms and all related tasks.
Complete turnover process for group sales contracts.
Display a professional attitude and demeanor, communicating with guests and team members in a mature and respectful manner.
Timely distribution and input of leads into Delphi.
Assist Coordinators from other disciplines with shared departmental responsibilities.
Handle phone calls and inquiries in a courteous and professional manner, displaying a positive nature and eagerness to support callers, with ability to manage and cross-qualify calls for other Sales & Marketing disciplines.
Complete responsibilities in an accurate manner.
Demonstrate thorough organization and time management skills to complete tasks efficiently, in accordance with pre-determined deadlines, prioritizing and multi-tasking.
Assist in creating proposals.
Respond/turndown in Cvent proposals.
Link GSO leads via MeetingBroker.
Check Choose Chicago Inbox via website and assign leads accordingly.
Merge contracts and proposals.
Build meeting space and initial booking in Delphi for prospective groups.
Add all room types and all room rate categories as part of the turnover process.
Scan and send counter signed contracts to clients.
Monitor and log group leads for the lead log.
Manage incoming calls, qualify and distribute accordingly.
Prepare/execute weekly activities summary report.
Run miscellaneous Delphi and Opera reports.
Run Group Activity report.
Perform Delphi maintenance, build Accounts/Contacts and adhere to data-entry standards.
Manage credit card authorization and direct billing forms for groups, log information and ensure accounting receives proper paperwork.
Complete check requests for commission payments for 3rd parties and ALHI and follow-up with clients on payment status.
Follow up on direct bill and credit card applications for group and transient bookings.
Handle Brilliant Rewards transactions and client questions.
Order business cards and other supplies.
Utilize Birchstreet for ordering and creating purchase orders.
Sort and distribute mail.
Create expense reports for Sales colleagues.
Complete site inspection form and send to all Langham Chicago users at the end of every day.
Create site kit to include floor plans, menus, promotional info, fact sheet, pen, and proposal/contract (if required) and have at least 10 on hand at any time for last minute site inspections.
Create site inspection forms, prepare gifts, and manage reservations.
Make reservations in Travelle and Pavilion for client appointments.
Process amenity forms.
Assist managers in coordinating collateral and client gifts for sales appointments.

Benefits

Vacation Pay and Sick/Personal time (in accordance with Chicago Paid Leave and Paid Sick Leave Law)
Paid Holidays
Medical, Dental and Vision Insurance for you and your family (employee paid partial premiums)
Basic Life Insurance, AD&D, and Short-Term Disability (company paid)
Long Term Disability, Additional Life Insurance, Child Life, Spouse Life, Pet Insurance, ID Theft Protection Coverage, Prepaid Legal, Critical Illness, Hospital Care, Accidental Injury Supplemental Plans (available for purchase)
401k plan with Roth option and employer match
Free meals while on duty
Uniforms and cleaning of uniforms (for applicable positions)
Free and discounted hotel stays
Discounted parking
Guidance Resources – company paid benefit for personal counseling