What are the responsibilities and job description for the Admin coordinator position at Auberge Resorts?
Job Description
The Primland Sales Coordinator reports directly to each Director of Sales and is responsible for supporting the Sales department with day-to-day tasks and all administrative projects.
Leads site tours for leisure and group advisors and planners and qualify group leads and handle special or personalized leisure requests.
They will be based on property and representing the Sales and Marketing Team during line up and any other on-property team meetings.
Qualifications
Follow up with sales and marketing inquiries as needed.
Prepare group client proposals and contracts as needed.
Provide backup support to the Area Director of Sales, Director of Leisure Sales, Director of Group Sales, and Group Sales Manager.
Lead all leisure site tours including possible weekend dates, (when necessary and planned ahead).
Provide backup coverage for group site tours as needed when the group team is unavailable.
Plan itineraries for all fam trips and journalist visits, owning the site alert document to ensure that all elements of the itinerary are properly communicated to the appropriate department heads and booked accordingly.
Input sales leads from all sources into Delphi to track demand and other data points.
Maintain a clean customer database for the sales team.
Manage & input all group room blocks with direction from the Director of Group and Group Sales Manager.
Input group contracts into Delphi.
Secure deposits for all group programs.
Update all 3rd party consortia sites / portals with seasonal information and special offers, such as Virtuoso.com, TravellerMade.
com, Amex FHR, Signature and Select.
Maintain Cvent profile, including need dates, promotions and images.
Pull reports on ROI for fam trips, referencing CDRs to pull overall spend on each fam trip.
Direct any booking inquiries and special requests to the reservations team and follow up to ensure it is completed by operations.
Promote positive relations with key travel trade partners, guests and employees.
Assist with providing information to tour operator partners and agency partners for trade marketing.
Assist with the planning of sales trips and trade shows such as booking restaurant reservations and booth details.
Support Sales to collect and input resume data to go into Delphi for each group.
Maintain confidentiality and security of specified resort information, correspondence, reports and files.
Execute special projects with minimal supervision with proper follow through until completion.
Organize end-of-year gifting to top-producing travel trade partners and meeting planners.
Mailings and data entry as needed.
Run scheduled ad hoc reports such as monthly or quarterly production reports for the sales teams as needed.
Amenities / Notes for Clients and VIPs such as Travel Advisors, Meeting Planners, VIP of client.
Announce Upcoming Sites, Send SMYKM / Site Form, and follow up with the Director post site.
Commission f / u with accounting on any pending commission, cut checks, or W9 issues.
Arrange the welcome amenity, personalized note, and biz card from the Sales Director / Manager.
Exceptional follow-through and attention to detail.
Google Suites proficiency.
HMS experience.
Pleasant, articulate, and professional phone demeanor.
High School diploma or equivalent.
Must be Team focused.
Ability to work a flexible schedule as the demands of the season fluctuates and to provide the best coverage to support sales.
Ability to speak clearly, confidently, and thoughtfully to best represent the property on-site tours.
Ability to multi-task and coordinate multiple projects at once.
Ability to make smart decisions that support resort operations.
Ability to professionally represent the resort, and interact with clients in a polished, responsible, and timely manner.
Ability to communicate information to operational departments accurately and in a timely manner.
Ability to portray Primland Auberge Resorts Collection as the unique destination resort that it is.
Ability to track sources of business, qualifying each call in order to better direct marketing efforts.
Knowledge of HMS, Google Suite, Delphi. Able to manage group bookings using these systems.
Knowledge of Primland Auberge Resorts Collection, other Auberge Resorts, and the local area.
Desire to continually refine and improve the sales and marketing functions at Primland Auberge Resorts Collection.
Timeliness in responding to all sales-related inquiries.
Additional Information
Auberge Resorts Collection is a portfolio of extraordinary hotels, resorts, residences, and private clubs. While each property is unique, all share a crafted approach to luxury and bring the soul of the locale to life through captivating design, exceptional cuisine and spas, and gracious yet unobtrusive service.
With hotels and resorts across three continents, Auberge invites guests to create unforgettable stories in some of the world’s most desirable destinations.
Please visit aubergeresorts.com to learn more about our Collection. Follow us on Instagram, TikTok, Linkedin, Facebook and Pinterest : @AubergeResorts and #AlwaysAuberge.
Auberge Resorts LLC is an Equal Opportunity Employer, M / F / D / V. Auberge Resorts LLC provides equal employment opportunities (EEO) to all team members and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.
In addition to federal law requirements, Auberge Resorts LLC complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.
Last updated : 2024-03-24
