SALES COORDINATOR

This is an exciting opportunity to join our sales team in Columbia, South Carolina and support the direct sales activities of our area hotels.

BASIC PURPOSE : Assist sales team in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications and sales.

ESSENTIAL FUNCTIONS :

1. Answering phones and ensuring all inquiries are dealt with accurately, timely and in a professional manner. (10%)

2. Type correspondence, reports and forms as well as prepare simple written correspondence. (20%)

3. Prepare sales contracts within 24 hours of receiving original, using standard contact format set-up in PC or STS. Make group reservations and prepare rooming lists for incoming groups. Report pickup in STS after group departure. (10%)

4. Create new files and monitor trace files in accordance with SOP’s. (5%)

5. Prepare cover sheets, welcome packets, rooming lists and ASAP reports based on room blocks and customer information. (5%)

6. Assist sales manager on creative projects, such as proposals and special event invitations. (5%)

7. Maintain timely and effective paper flow and communications within the sales area. (5%)

8. Make reservations for corporate accounts as directed and ensure proper rates and billing notes are included. (10%)

NON-ESSENTIAL FUNCTIONS :

1. Assist guest with charges and special requests in person, as needed. (5%)

2. Input group reservations directly into property management systems. Input pickup in sales reporting system after group departure. (10%)

3. Create welcome amenities and packets for incoming group and corporate guests. (5%)

4. Assist in prospecting new accounts through use of PMS reports. (10%)

Knowledge and Skills :

Education: High School diploma or vocational secretarial

Experience: Previous secretarial experience preferred

Skills and Abilities: Ability to type 50 words per minute. Microsoft Outlook and related products. Alphabetizing, grammar and punctuation. Standard business letter formats. Strong hospitality skills.

No. of employees supervised: None

Travel required: Local travel between hotels required.

Hours Required: 40 hours over a 5 day period; typically Monday through Friday; days and times may vary based on need. Employee will split time between sales office and front desk with three days in the sales office and two days at the front desk. Typical sales office work day is 9am – 5pm however, front desk shift may differ in hours. Typical front desk shift is 7am – 3pm or 3pm – 11pm. We are willing to be flexible on the front desk hours with the right candidate.