Sales Coordinator

The sales coordinator is responsible for providing administrative support to sales team. On occasions, the Sales coordinator will also provide support to other departments as requested.
. Set up appointments for the sales team, telemarketing and insider tours to prospected accounts.
. To provide secretarial and administrative assistance to the Director of Sales and back-up administration to the sales team. Preparation of correspondence, maintenance of appointments diary for sales team and Director of Sales.
. Proactively prospects new accounts for the hotel and Marriott International by following the sales process through to convert into 'producing' accounts.
. Set up and maintain an effective filing system for the sales department, including a daily trace file, to ensure all weekly, monthly and bi-annual deadlines are met by the sales team and Director of Sales.
. Demonstrate high energy levels and focus on providing consistently high levels of customer service.
. Follow up on sent out proposals within 24 hours (1 working day) to ensure the client has received the information and to clarify possible questions and issues.
. Follow up of tentative bookings in the assigned markets.
. Follow up on lost business and bring information about them to the knowledge of the department superior.
. Manages the completion of all RFPs/FIT contracts solicitations ensuring they are completed accurately and in line with budgeted guidelines. Ensuring accurate follow up and communication both internally to reservations and accounting departments and confirmation to client.
. Contracting.
. Keep sales department informed of all changes in the customer profile.
. To arrange and manage familiarization trips and educational to properties in line with business needs.
. To be able to action any group and banqueting requests for space prior to communicating with the Events Team.
. To provide training and support to other members of the sales team in these applications as required.
. To continually enhance and improve the efficiency and organisation of the department, by design and implementing administrative systems.
. Proof reading of marketing/advertising material as required. Action or distribute any enquiries or correspondence.
. Responsible for ordering all stationary and administrative supplies for the Sales and Events Department.
. To manage the photo library and Hotel Video collection, ensuring minimum par levels are
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maintained and stocks reordered on timely basis. Distribute slides as required on the request of the sales team.
. Minute taking of sales meeting and other meetings where necessary.
. Set up and maintain the incentive program, maintenance of the database.
. To take responsibility and/or support as appropriate, any departmental projects as directed by the DOS.
. Communicating client requirements in a timely and accurate manner to all internal departments as required, ensuring delivery of superior guest service.
. Assist the sales team in defining an annual sales action plan within set cost budget structure, take responsibility for the compilation of the competitor rate and product information and execute set actions accordingly.
. Monitor sales team monthly sales action plans as agreed with Assistant Director of Sales and Director of Groups & Banqueting.
. Maintain valid call objectives and relevant action plans for each prospected account and ensure all follow up is executed in a timely manner.
. Ensuring that the sales activities are aligned with hotel strategy.
. Maintain knowledge of market, competition and customers. Keep close follow up on developments of the competitor hotels (occupancy, structural alterations, renovation, special campaigns, rate promotions, marketing efforts, theme events etc.) Also explore and compare FIT and Group traffic (who is accommodating guests in which hotel) amongst the competitors.
. Detailed knowledge of all services provided by the Hotel and all relevant facts and figures of hotel.
. Maintain Company Brand Standards within the hotel.
. Adhere to the Corporate HID's.
. Attend daily departmental briefing providing accurate updates on details of bookings and enquiries of the previous day.
. Ensuring to utilise systems (Opera, Outlook, Bridge, Team Hot etc.) to the full capacity.
. Document all sales actions in Opera.
. Update OPERA contact database at all times.
. Responsible for sales team account statistics. Completion of reports.
. On weekly basis, compile an activity report which will cover sales call reports, insider tours, fam trips, new agencies, meetings, entertainment and other functions for the sales team during the week.
. Understand and strictly adhere to the Rules & Regulations established in the Talents Handbook and the Hotel's policy on Fire, Hygiene, Health & Safety.
. Ensure that all potential and real hazards are reported and rectified immediately.
. To maintain the strictest confidentiality on all matters relating to Marriott International and the Property plus all other sales and personnel related matters.
Additional responsibilities and tasks can be added at any time according to the needs of the business and of the hotel.
Education: . Diploma or Bachelor's Degree. Experience: . At least 1 year of experience as a sales coordinator.

PREFERRED QUALIFICATIONS

Education: High school diploma or G.E.D. equivalent.

Related Work Experience: At least 1-year of related work experience.

Supervisory Experience: No supervisory experience.

License or Certification: None