Sales Coordinator

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Employee Benefit card offering discounted rates in Accor worldwide.

Learning programs through our Academies.

Ability to make a difference through our Corporate Social Responsibility activities like Planet 21.

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JOB SUMMARY     

Reporting to and supporting the efforts of the Director of Business Travel & Leisure Sales and Travel Industry Sales Manager. Coordinator is responsible for coordinating and assisting in the daily operations of the Sales and Marketing team and providing direct administrative support and assistance to the team members noted as well as working in collaboration with the coordinator team to assist as necessary. 

Telephones - Assist with answering telephones within 3 rings for the Sales and Reservations Office and directing calls appropriately.

Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and Events Manager.

Provide administrative support to the Sales and Events Team including merging letters of agreement, distribution of all event orders and resumes   

Assist in maintaining an accurate client data base in Opera and log activities

Amenities - Process amenity requests in ALICE and assure note card from Manager is brought to IRD. Set traces for any amenity packages booked including luxury programs

Sites - On the day of a scheduled site visit, the coordinator must pick up site keys from the security desk, check assigned guestrooms to ensure that they have been turned over and present well, check all public/meeting space for any trash or out of place items and ensure all the lights are on. Should a manager require, site gifts should be put together for the client by the coordinator to be presented during the site. Coordinator to be trained on conducting a general site visit of the hotel should there be a pop up request or manager is unavailable.

Meet and greet appointments in the lobby as necessary and transition to the correct seller

Reports - Prepare reports daily to include:

• • VIP arrivals for next day  
  • Reservations Made Yesterday
  • AMEX Hotel Collection next day arrivals for mystery shop program. Send pre-arrival messages to AMEX Hotel Collection guests
  • Travel Agent Arrivals
  • ALL Loyalty Promotion arrivals
  • Month End Reports for Director’s review and approval  
  • Other reports as needed

Work with luxury program travel agents to detail bookings and set up customized experiences for each guest and travel agent.

Create newsletters and maintain client databases for routine email blasts

Create sales presentations on hotel and city of Boston

Participate in hotel and sales training programs when applicable

Maintain current sales and promotion literature including selling kits, supplies and iPad collateral. Assist in creating digital promotional literature and distributing to clients to prospect.

Conduct research on corporate accounts including “shop calls” to competitive hotels to gain current market availability and rate information, research on office building tenants, and Linkedin to find contacts.

Enter content in RFPs using Cvent and create letters of agreement for business travel accounts

Manage commission inquiries payouts as needed

Coordinate Charitable Donations program

Order and stock office supplies, collateral, and giveaways for Sales and Events Team and Executive Office.  Prepare purchase requisitions for departmental supplies through Birch Street.

Provide back up to other Coordinators in Sales and Events as appropriate  Train in all coordinator tasks to assist as necessary and train peers on job duties to develop strong cross trained team

Attend meetings, take minutes and draft notes as required

Have a complete knowledge of hotel services and accommodations

Maintain regular attendance, as required by scheduling, and in compliance with hotel standards

Approach all encounters with guests and employees in a friendly, service-oriented manner

Ensure prompt and courteous service is extended to both internal and external customers

Comply at all times with hotel standards and regulations to encourage safe and efficient hotel operations

Maintain high standards of personal appearance and grooming, adhering to the proper dress code and wearing nametag while working

EDUCATION: College degree or diploma in Hotel/Restaurant Management an asset.

TOOLS & EQUIPMENT: Must possess an advanced degree of knowledge in Excel, Word and PowerPoint.  Knowledge of Opera and Cvent an asset.

PHYSICAL REQUIREMENTS: Sedentary work.  Exerting up to ten pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry push, pull or otherwise move objects, and long hours sometimes may be required.

MENTAL REQUIREMENTS:

• Energetic, self motivated and flexible to change
• Excellent verbal and written communication skills
• Must be professional, enthusiastic, a strong team player and possess excellent

Organizational skills

• Proven ability to meet deadlines in a fast-paced work environment
• Ability to multi task to accomplish job responsibilities
• Competency learning and using various technology, sales systems and digital platforms

A team devoted to service and accuracy as they work with team members from other departments in an environment where learning and growth are continual.