Sales & Event Coordinator

MPM Macon•Fort Myers, FL

About The Position

We’re looking for enthusiastic, fun, and energetic people who take the work seriously, but not themselves. Let’s see if we’re a fit. We hope so. The Sales Coordinator will assist the Director of Sales and the Sales and Events Team in obtaining customer satisfaction and financial success by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling and event detailing duties to small special groups and functions. Please note, Mainsail Lodging & Development is a drug-free workplace. Pre-employment screening, to include a background check is required for all candidates offered a position. CORE WORK ACTIVITIES Primary Requirements and Qualifications: Approach all encounters with guests and employees in a friendly, service-oriented manner. Maintain regular attendance in compliance with Mainsail Lodging and Development standards, as required by scheduling which will vary according to the needs of the hotel. Maintain high standards of personal appearance and grooming, which include wearing the proper uniform if applicable. Comply at all times with Mainsail Lodging and Development standards and regulations to encourage safe and efficient hotel operations. Maintain Sales files in an organized fashion and as per specified standards. Type and process all contracts, proposals, memos and general correspondence for sales staff. Answer phones for sales staff if not picked up by third ring; Record messages as appropriate. Qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner. Employees must at all times be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees. Type, process and distribute all RFP’s as directed by Director of Sales. Assist managers on creative projects including proposals, direct mail pieces, invitations, special events, etc. Maintain timely and effective paper flow and communication within department and to other departments. Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager. Meets with walk-ins if sales team is unavailable. Enters group leads, builds opportunities and quotes in CI/TY Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files. Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral, supplies and promotional items. Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed. Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff. Coordinate and prepare EO for special events as directly by Director or Manager. Maintain the strictest of confidentiality at all times on matters pertaining to the company and the team members and maintains open door policy. Represent Hotel in absence of DOS. Perform any other duties as requested by management. Hospitality/Conduct requirements Be knowledgeable about and follow the company's mission statement and values. Understand who our guests are and how we service our guests, demonstrate professionalism, take ownership and ensure guest satisfaction

Requirements

High School diploma or equivalent
English language both written and spoken
Proficient with Microsoft Office programs, Microsoft Word, Excel, Power Point and Outlook.
Perform job functions with attention to detail, accuracy and speed to meet deadlines
Multi-task prioritizes, organize, delegate work and follow through.
Analyze and resolve problems.
Knowledge of market trends, competition and key customers of the hotel.
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.
Ability to sit or stand for extended periods of time
Ability to communicate clearly
Ability to travel if needed
Make sound judgments quickly
Work on multiple tasks, making appropriate progress towards deadlines
Able to work independently, take direction and provide direction to others
Manage differing personalities within the office, the hotel and the community
Maintain the highest degree of confidentiality
Ability to work effectively in stressful, high pressure situations
Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary

Nice To Haves

Associate Degree (AA) from 2 year college and/or two to three years of related experience or training
Equivalent combination of education and experience
Hotel management training and reservations training desired
Proficiency in one or more of the following systems: Marriott CI/TY, MARSHA, or LightSpeed

Responsibilities

Approach all encounters with guests and employees in a friendly, service-oriented manner.
Maintain regular attendance in compliance with Mainsail Lodging and Development standards, as required by scheduling which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which include wearing the proper uniform if applicable.
Comply at all times with Mainsail Lodging and Development standards and regulations to encourage safe and efficient hotel operations.
Maintain Sales files in an organized fashion and as per specified standards.
Type and process all contracts, proposals, memos and general correspondence for sales staff.
Answer phones for sales staff if not picked up by third ring; Record messages as appropriate.
Qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
Employees must at all times be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
Type, process and distribute all RFP’s as directed by Director of Sales.
Assist managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
Maintain timely and effective paper flow and communication within department and to other departments.
Assist guests and clients with small changes, requests, etc., and completes needed paperwork for Manager.
Meets with walk-ins if sales team is unavailable.
Enters group leads, builds opportunities and quotes in CI/TY
Maintain constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral, supplies and promotional items.
Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
Coordinate and prepare EO for special events as directly by Director or Manager.
Maintain the strictest of confidentiality at all times on matters pertaining to the company and the team members and maintains open door policy.
Represent Hotel in absence of DOS.
Perform any other duties as requested by management.
Be knowledgeable about and follow the company's mission statement and values.
Understand who our guests are and how we service our guests, demonstrate professionalism, take ownership and ensure guest satisfaction