Sales Coordinator

The Aloft Las Colinas is looking for a Sales Coordinator to join the team!

The Sales Coordinator assists the Director of Sales / Sales Managers in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light selling duties to small groups and functions.

Essential Requirements:

• Approach all encounters with guests and employees in an attentive, friendly, courteous, and service-oriented manner.
• Maintain regular attendance in compliance with hotel standards, scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
• Maintain high standards of personal appearance and grooming (per brand standards).
• Always comply with hotel standards and regulations to encourage safe and efficient hotel operations.
• Maintain Sales files in an organized fashion and as per specified standards.
• Maintain Accounts Coverage Program.
• Answer phones and qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
• Type sales contracts, BEO’s, correspondence, reports, forms, direct mail pieces, etc., as needed by sales team.
• Maintain file system to ensure office is organized and efficient.
• Maintain Docs, ensuring consistent, accuracy and proper working order.
• 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.
• Maintain flow of sales contracts through proper distribution to client, team, and to appropriate dept. head.
• Quotes prices for meeting inquiries and works with proper manager to handle small groups of less than 10 rooms and small meetings of less than 10 people.
• Work with proper manager to detail upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
• Distribute BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meeting and groups.
• Assist guests and clients with small changes, requests, etc., and complete needed paperwork for Manager.
• Site inspections for the department as needed.
• Enters group pickup in sales system daily and enter preferred production in sales system monthly.
• Maintain flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
• Monitor/Ordering office supplies and sales collateral to ensure proper inventory always with full packets, collateral, supplies and promotional items.
• Call clients for guaranteed numbers for functions 72 hours prior, create/close house accounts and complete AV order.
• Organize in house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
• Attend Sales Meetings and take minutes, type, and distribute accordingly.
• 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.
• Be familiar with all hotel and sales policies and house rules.
• Any other duties as required.