Sales Event Coordinator

THE BEAUTIFUL DUAL-PROPERTY HAMPTON INN & SUITES/HOMEWOOD SUITES IN DOWNERS GROVE, IL IS LOOKING FOR A SALES COORDINATOR TO ADD TO IT'S AWESOME SALES TEAM!

About the job

Assist Director of Sales, Sales Managers, and all Hotel Department Leadership Teams in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications through the sales team as well as light-selling duties for groups and functions for the multiple hotels. The coordinator may also perform light selling duties to small groups and functions, as directed by the Director of Sales.

Qualifications High School diploma or equivalent is required with college course work in related field preferred. Experience in a hotel or a related field is also preferred.

• Ability to type 55 wpm
• Proficiency with Microsoft operating Systems, PEP, and Delphi Enterprise
• Must be able to convey information and ideas clearly.
• Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must maintain composure and objectivity under pressure.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and problem solving as necessary.
• Must be effective at listening, understanding, clarifying and resolving the concerns and issues raised by coworkers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.

Job Responsibilities

Approaches all encounters with guests and Associates in an attentive, friendly, courteous and service-oriented manner.

• Maintains regular attendance in compliance with SUN Hospitality standards, as required by scheduling which will vary according to the needs of the hotel. Possible weekends and Holidays based on business demands.
• Maintains high standards of personal appearance and grooming, which include compliance with the SUN Hospitality dress code and wearing name tag when working (per brand standards).
• Always complies with SUN Hospitality standards and regulations to encourage safe and efficient hotel operations.
• Maintains Sales files in an organized fashion and per specified standards.
• Demonstrates awareness of established goals for each department and the role played in Sales to achieve and/or exceed these goals.
• Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately, timely and in a professional manner.
• Types sales contracts, BEO’s, Group Resumes, correspondence, reports, forms, directs mail pieces, etc., as needed by sales team.
• Maintains lead log and lead statistics to be used for strategic outbound sales.
• Maintains Sales system (i.e. Delphi, CRM, PEP, etc.) and ensures accurate consistency and working properly.
• Assists managers on creative projects including proposals, direct mail pieces, invitations, special events, etc.
• Maintains timely and effective paper flow and communication within department and to other departments.
• Maintains flow of sales contracts through proper distribution to client, team, and to appropriate dept. head.
• Quotes prices for meeting inquiries and work with respective Sales leadership at the property to detail small groups & meetings.
• Works with Sales leadership to detail upcoming functions as needed, obtain guarantees, confirm arrangements, etc.
• Distributes BEO’s, Changes, Rooming Lists, Signed Contracts, Revisions, etc. to appropriate departments as it relates to meetings and groups.
• Assists guests and clients with small changes, requests, etc., and completes needed paperwork for Manager.
• Conduct site inspections for the department as needed
• Create House Accounts for Billing
• Make Reservations, Enter Rooming Lists
• Enters group pick up in CRM daily and enters preferred production in CRM monthly.
• Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintains files.
• Monitors/Orders office supplies and sales collateral to ensure we are properly always stocked with full packets, collateral, supplies and promotional items.
• Calls clients for guaranteed numbers for functions 72 hours prior, creates/closes house accounts and completes AV order.
• Organizes in-house deliveries, amenities, welcome letters, transportation schedules, etc. as needed.
• Attend Sales Meetings and take minutes, type, and distribute accordingly.
• Other items as they relate to the Sales and Marketing effort of the hotel as well as any other items as needed by entire management staff.
• Familiar with all management sales policies and house rules.
• Any other duties assigned by DOS specific to respective property.
• ENVIRONMENT:

Physical Job Requirements

Lifting/Pushing/Pulling/Carrying:

Position does not require a great deal of lifting/pushing/pulling or carrying, aside from the normal functions required in an office setting

Bending/Kneeling:

Functions of this job includes a minimal amount of bending, stooping and kneeling during the course of a shift.

Mobility:

Total mobility is required, with outside sales visits, property tours and competitive set driving occurring at the direction of the GM/DOS

Standing/Walking:

Position may include a normal amount of standing and walking during the course of a shift

Climbing Stairs:

May require climbing of moderate amount of stairs

Hearing/Vision/Speech:

• One-on-one communication with guests, supervisors, and coworkers is critical
• Must be able to receive, understand and give directions within the Sales Department
• Must be able to clearly communicate property, company and contract information to clients
• Must have exceptional written and verbal skills, as well as ability to compose professional and articulate emails and written communication
• Must be able to understand, compile and submit reports in an efficient manner

Protective Clothing: No protective clothing typically needed in the performance of tasks required of this position

No. of employees supervised: None

Travel required: Some local travel may be required as directed by the DOS

Hours Required:

• Scheduled days and times may vary based on need.
• Must adhere to the time and attendance policies set forth by the company

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Referral program

People with a criminal record are encouraged to apply

Work Location: In person