Hampton Inn and Suites SRQ Airport - Sales Coordinator

Hampton Inn & Suites SRQ Airport
Job Description
Scarlett Hotel Group Mission:
To create an amazing experience for our guests and fellow team members.
Position Summary:
The sales coordinator is responsible for assisting the Sales Manager or Director of Sales with in-house sales, special client requests, clerical, and group rooming lists
 
Duties & Responsibilities:
The responsibility to our guests & clients:
  • Answer telephone within three rings with a smile and forward calls to the proper Sales Manager or answer questions accordingly.
  • Manage all meeting room reservations and coordinate details with other departments.
  • Post all meeting room charges.
  • Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events.
  • Prepare and send out all direct mail projects, sales packets and collateral.
  • Answer guest questions regarding hotel facilities and services, local area and attractions.
  • Maintain good rapport with clients. Work closely with other departments to coordinate meeting details, special requests and VIP arrangements.
  • Type all Sales correspondence and reports. Facilitate completion of proposals and process contracts.
  • Assist in internet and direct-mail projects.
  • Establish and maintain sales files, production reports and trace system.
  • Complete corporate tracking daily.
  • Maintain and replace office supplies, as needed, including sales collateral.
  • Prepare sales figures and report as directed.
  • Handle inquiry calls; send appropriate collateral or direct calls to the correct sales manager.
  • Make reservations and send out contracts. Schedule sales appointments with prospective clients.
  • Ensure that appropriate departments are updated on group information and monitor group cut-off date.
  • Type confirmation letters, proposals and other correspondence.
  • Adhere to established sales goals.
  • Handle walk-in tours.
  • Handle all meeting room requests and notify hotel department heads of the same.
  • Prepare and distribute function sheets.
  • Prepare bills for groups on a timely basis for the client within 48 hours of the client’s departure.
  • Inform Director of Sales of potential problems with clients and progress of special projects.
  • Check e-mail and voice-mail regularly.
  • Manage group inquiries, make single reservations and changes. Type confirmation numbers and send back to client.
  • Ability to read, analyze and interpret common reports such as guest folios.
  • Operate the hotel computer system, reservation system and word processing applications as well as Excel.
  • Take, modify and cancel guest reservations noting any special requests. Know cancellation and walk procedures.
  • Ensure security and confidentiality of all guest and hotel information and material.
  • Monitor room availability.
  • Monitor and execute hotel programs and ensure front desk staff is trained on how the programs need to be administered.
 
The responsibility to the team:
  • Live the mission by being a good will ambassador inside and outside of work
  • Promote teamwork and an enjoyable work environment
  • Complete you onboarding & training within 45 days which will include training on:
    • Basic sales process
    • Sales Pro
    • Site tours
    • Sales Files
    • Entering group rooming lists & releasing remaining inventory
    • How to read and analysis particular reports
    • Emergency procedure training
    • How to be effective when handling difficult guest issues as they arise
    • Use the L.E.A.R.N. method for handling guest issues
    • Reservations & cancellation procedures
  • Clear communication with fellow team members is a necessity for our fellow team members to be set up for success.
    • Guest service issues or requests
    • Cleanliness 
    • Maintenance
    • Special occasions
  • Assist the Front Desk with check-in and check-out when necessary.
  • Assist with the lobby ambassador program as necessary
  • Participate in daily preshift
  • Keep a clean and organized work space
  • Attend work on time as scheduled and adhere to attendance policy.
Leadership tasks:
 
  • Act as an MOD during heavy group weekends
  • Team member engagement and training on Sales related operational efficiency
  • TripAdvisor responses etiquette & timing
  • Expedia Real time responses
  • Review SRP, rate override, and ensure accuracy
  • Group resumes & planning for groups
  • Sell out & Planning
 
The responsibility to the hotel and yourself:
  • Ensure the safety and security of our guest and team members at all times and report unsafe conditions and suspicious activity to hotel leadership
  • Always practice energy conservation
  • Forward lost and found inquiries to the Housekeeping Department
  • Follow proper key control procedures.
  • Ensure security and confidentiality of all guest and hotel information and material.
  • Utilize Service Recovery/Defect Tracking processes
  • Follow proper moving and lifting procedures  
  • You will be regularly required to stand, sit, walk, and reach.
  • You will need to be able to use your hands and fingers to point or push, handle, and feel.
  • You must be able to communicate with guests
  • Must have finger, hand and upper body dexterity to push, pull and move levers, equipment and furniture throughout the shift.
  • Must be able to work with arms raised above head throughout a shift. Must be able to maneuver fully loaded cart, weighing up to 50 lbs., through hallways and into/out of closets during entire work day.
  • Must be able to lift, carry or otherwise move up to 25 lbs. regularly or lift at least 50 lbs. with assistance
  • Wear uniform, including nametag and slip resistant shoes at all times in accordance with the Standards of Appearance.
  • Be able to work by yourself
  • Adhere to the work rules set forth in the team member handbook.
  • Perform other duties as assigned.
 
Job Evaluations will be based on:
  • Guest services impact
  • Team unity, attitude & cooperation
  • Quality of Work and delivering results
  • Communication
  • Attendance & dependability    
  • Judgment and problem solving skills
  • Work planning & taking initiative
 
The hotel work environment:
  • The hotel business operates 24 / 7 / 365. There is no guaranteed shift or schedules. There may be times that you will need to move to different shifts or different work areas to accommodate our guests.
  • This position description is not intended to create, nor is it to be construed, as a contract of employment or a promise of employment.             
  • I understand that my employment is an “at-will” relationship and may be terminated by either party at any time, with or without notice.
  • This is the bare minimum list responsibilities and is not meant to be an all-inclusive list. There will be other reasonable responsibilities that you will be assigned to do as requested by your department leader.
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