Sales & Reservations Coodinator

Schulte Hospitality Group•Richmond, VA

4d•Onsite

About The Position

Quirk Hotel is seeking a dynamic, service-oriented Sales & Reservations Coordinator to join our team! SHG is an organization whose success is rooted in its service culture. Our mission is to exude hospitality, be respectful and authentic, prioritize the needs of our internal and external stakeholders above our own, and continuously strive to make a positive impact in all we do. We are passionate hoteliers eager to add like-minded people to our rapidly growing team! The Sales Coordinator is the first point of contact for the Sales & Events department at Quirk Hotel Richmond. The coordinator is an individual with exceptional guest service and is enthusiastic about assisting guests. This position requires a commitment to genuine hospitality and the willingness to be an active part of the sales team at a small, boutique hotel. This position will assist the sales team by performing clerical and administrative functions to ensure a smooth operation of the Sales & Events department.

Requirements

Minimum of High School education, post-high school education preferred
Minimum of one (1) year in hotel or conference Catering/Sales Assistant role
Understands cross team functions and ability to manage processes
Strong project management skills
Strong problem-solving ability, including metrics-driven and strategic thinking
Work effectively in a fast-paced environment and consistently demonstrate a high level of organizational skills
Ability to communicate effectively verbally and in writing

Responsibilities

Promptly follows-up with all client inquiries in an efficient and service driven vision. Assigns inbound leads to the appropriate sales person based on deployment in Tripleseat. Follows up with clients when leads are vague to make the process go more expeditiously.
Assists the Event Planning Manager by Preparing Banquet Event Orders and Group Resumes for the weekly BEO/Events meeting.
Creates all event master folios for all BANQUET & CATERING events within the 18-day packet in conjunction with the Event Planning Manager.
Charges the credit card for the initial deposit and posts it in Triple Seat
Maintaining the Payments Due Log
Handles Rooms-only group reservations once the contract has been executed.
Manages the group reservation process by either uploading a rooming list or handling individual reservation requests from guests.
Runs room list report from the PMS for groups a couple days prior to their cutoff date and provides a print out to them.
Assists the Director of Sales in the coordination of marketing Influencer and travel agency visits.
Issues Gift certificates that the hotel offers as a sponsorship or donation and manages the redemption in coordination with the Director of Sales.
Assists the Director of Sales by making reservations for transient clients that require special billing such as VCU.
Sends confirmation along with proforma invoice, secures the purchase order prior to the guest’s stay
Bills VCU within 7 days of departure.
Monitors the Purchase order tracker to ensure that this process is maintained and that payments are coming in.
When payments are past 30 days from billing date, reaches out for the initial collection copying the accounting manager
Maintains organization of office files and entries in the Tripleseat system on a daily basis.
Participate in reaching required sales department quotas, goals, and future development of client leads (i.e. research).
Assist with the planning of sales calls and on-site events as needed.
Each Friday sends 18-Day packet needs to the DOS & Sales Manager in coordination with the Event Planning Manager (i.e. resume details, menus, etc.)
Coordinates the Amenity Spreadsheet so it is ready for distribution with the 18-day packet
Distributes the 18-day packet each week as well as any updates within the period.
Manage and maintain Tripleseat client information and reports accurately.
Performs other functions as required and directed.
Assists with identifying and soliciting new accounts
Assists with maintaining existing accounts
Assists with achieving monthly revenue booking goals
Assists with completing daily/weekly/monthly reports
Receives and responds to requests for information and inquiries by responding directly to the customer or routing calls to the appropriate team member
Composes and distributes routing correspondence, reports or contracts (to include BEOs, Sales Contracts, PACE Reports, Statistical Reports) based upon organizational practice, policies, and at the direction of the Director of Sales or GM
Ensures all documents are completed accurately and on time and maintains sales records and filing system
Reserves conference space and books blocks of rooms for guests
Assists with set up, maintaining, and clearing of banquet space before and after events
Administers group and meeting/banquet events including greeting all groups, creating and placing welcome amenities in rooms, finalizing items with the group at check in/out
Follows up with past clients to ensure guest satisfaction
Coordinates with customers on due dates for rooming lists, cut off dates, BEOs, contracts, etc. to ensure that all deadlines are met
Responds to all guest inquiries and third party meeting leads in a timely fashion
Details banquet event orders and distributes to staff
Creates and maintains group blocks and catering/banquet events in the property PMS systems
Conducts inspections of guest and meeting rooms, banquet facilities to ensure they meet customer expectations
Works closely with front desk to ensure accuracy of reservations, groups, events
Works client-related special events
Abides by Prime Time Selling hours
Perform various other duties as assigned to meet business objectives

Benefits

Work Today, Get Paid today, with Daily Pay!
Free Telemedicine and Virtual Mental Health care access for All Associates starting day one!
Multiple Health Insurance and Life Insurance options
401k Plan + Company Match
Paid Parental Leave
Paid Time Off
Holiday Pay
Pet Insurance
Employee Assistance Program
Schulte Savings Marketplace Discounts on event tickets, electronics, gym memberships + more!