Sales Coordinator

If you love saying YES and enjoy engaging with the community by leading with ART, 21c Museum Hotels is one of the pioneering examples of bridging the worlds of art and hospitality.  We combine a multi-venue contemporary art museum, boutique hotel and a chef driven restaurant to create a unique and welcoming opportunity.

Come join our Flock!

Reports To: Director of Sales & Marketing  

General purpose: The Sales Coordinator provides administrative support to the Sales Team, easily accessing and maintaining the organizational structure that keeps necessary information at the command of the Sales Team. Dependable, punctual and enthusiastic, the Sales Coordinator is a go-to, flexible member of the team, able to quickly adapt and serve in whatever capacity is needed at a moment’s notice. 

Specific Responsibilities:  

• Acts as first point of contact for the Sales Department.  Fields all incoming departmental calls, monitoring and distributing information and ensuring the needs of all clients are met in a timely and thorough manner. 

• Receive and distribute company-wide mail/packages. Date-stamp incoming invoices and forward to appropriate department head. Ship packages and post/mail letters, as necessary. 

• Work with group contacts on site to ensure execution of tasks (bagging meters, arranging parking for busses, ordering Wall Street Journal, wedding gift bag delivery, etc.). 

• Enter final guestroom pickup and final banquet & catering revenue into Delphi sales & catering system once a group or event is complete.  

• Answer/return inquiry phone calls and send information to initial email inquiries re: weddings, receptions, rehearsals.  

• Manage group block activity including setting up group blocks, monitoring group cutoff dates, and securing & entering all rooming lists. When necessary or appropriate, communicate with group contacts and/or housing bureaus. 

• Is point of contact for all in-house meeting space needs and coordinates exhibition installation/de-installation with Museum Department.  

• Evaluate and respond to all photoshoot requests. 

• Prepare group contracts & proposals. 

• Coordinate with group contacts prior to arrival and prepare Group Resumes. 

• Communicate with hotel department heads to plan group details. 

• Compile & distribute Resumes & BEOs weekly. 

• Run and distribute weekly Group Deposit Report. 

• Run monthly sales pace and productivity reports.  

• Order and distribute office/admin supplies  

• Research local events & local competitors. 

• Prepare a monthly calendar of events based on bookings. 

• Update on-line restaurant menus. 

• Respond to on-line restaurant reviews.  

• Prepare monthly group commissions and submit for processing.  

• Prepare welcome notes for VIP restaurant & hotel guests. 

• Prepare gift certificates for restaurant & hotel. 

• Prepare new hire paperwork for restaurant team. 

• Perform special projects and other responsibilities as assigned. 

• Proficient in Microsoft Office Suite. 

• Must be multi-task and results oriented as well as show initiative and creativity in work performance. 

• Comprehension of the group sales process. 

• Present ideas and information in a concise, well-organized way. 

• Manage time well, correctly prioritizing tasks. 

• Outgoing inquisitive personality with aggressive, self-motivated work habits required. 

• Excellent verbal and written communication skills.  

• Must like to have fun while working, be a team player, a self-starter and be able to hit the ground running. 

• Ability to effectively communicate with customers in a friendly and positive manner, in order to meet client needs and resolve concerns.  

• Knowledge of Hotel operations, its services, and facilities. 

• Must pass a background check. 

Education/Formal Training: 

• Associates or Bachelor Degree required. 

• Minimum two years of hotel experience. 

All your information will be kept confidential according to EEO guidelines. 21c Museum Hotels is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, and other legally protected characteristic. The EEO is the Law poster is available here: http://www1.eeoc.gov/employers/poster.cfm