Sales & Marketing Coordinator

Join the team responsible for crafting a fresh landmark that emphasizes cultural appreciation among colleagues and the pursuit of greatness. At Raffles Boston, we recognize the immense worth of our distinct cultural heritage, and we are dedicated to ensuring that it is comprehended and embraced by each team member. This commitment begins the instant a prospective colleague connects with us and extends throughout their entire journey with the hotel.

Reporting to Regional Director of Sales & Marketing and supporting the efforts Group Sales Team, Transient Sales Team, and Marketing Sales Team as well as the overall sales & marketing team. 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. 

Responsibilities:

• 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 and assure note card from Manager is brought to private dining. Manage and track amenities contract within luxury programs and on an ad hoc basis
• Sites - manage site keys, check assigned guestrooms and meeting spaces to ensure that they present well, and manage client gifts. Conduct general site visits 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 for Director’s review and approval
• 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
• Work with Director of PR to assist with internal communications to spread word about hotel and restaurant news with colleagues, including designing collateral.
• 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
  • Handle all event order processing for any in house meetings
  • Event Order and Resume Distribution
  • Other tasks as needed
• Attend meetings, take minutes and draft notes as required
• Assist in implementing special promotions relating to direct sales segments, i.e. parties, sales blitzes, etc.
• Assist in the preparation of required reports in a timely manner. Other reports as needed specifically tasked with full knowledge of Opera Sales & Catering system and running of reports
• Develop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations.
• Develop a complete knowledge of company and department sales policies and SOP’s and ensure knowledge of and adherence to those policies by the sales team.
• 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
• Other administrative duties as assigned
• Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
• Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.
• Must be familiar with and able to easily interpret contractual language.
• Must be able to maintain confidentiality of information.
• Perform other duties as requested by management.

Education & Experience:

• At least 2 years of hotel sales, event services experience and or Restaurant Management, preferably in the Boston market.

Physical Requirements:

• Flexible and long hours sometimes required.
• Monday to Friday office hours however often will need to adjust schedule to work on Saturdays
• Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move object.

General Requirements:

• Education and/or work experience in Hotel Management or similar customer service-oriented fields
• Computer literacy including Excel, Word and PowerPoint
• Competency learning and using various technology, sales systems and digital platforms including Opera and Cvent
• Positive attitude and strong team player with ability to multi task
• Self-motivated and flexible to change
• Excellent written and verbal communication skills
• Strong organization skills and proven ability to meet deadlines in a past paced work environment
• Ability to work a 40 hour week, primarily business hours, with some flexibility in the week. Primarily sedentary work; occasionally exerting up to ten pounds of force to lift, carry push, pull or otherwise move objects

• Hourly Wage: Introductory rate of $28.74 and, after successful completion of 90 day probationary period, rate increased to $31.93
• Employee benefit card offering discounted rates in Accor worldwide for you and your family. 
• Excellent Company benefits including medical, dental, vision and life insurance. 
• Personalized development opportunities across Accor's extensive brand portfolio.  
• Ability to make a difference through our Corporate Social Responsibility activities