Sales Coordinator

Description

Sales Coordinator

Job Description:

The Sales Coordinator is the primary contact person between the client and the resort for any meeting or event booked as soon as the sales contract is signed. The Sales Coordinator ensures the event is an outstanding and unforgettable event for the client and is responsible for every part of the event preparations, such as choosing the meeting/event space, approving menus, developing seat plans, and evaluating success afterwards. The Sales Coordinator acts as the liaison between the client and the various departments to ensure the implementation of events and the follow-up of groups in the resort.

Essential Functions:

Production

• Contact the customer to present yourself as their contact person as soon as the sales contract is signed
• Set up with the client the overall agenda of the event (Program)
• Build the event program using Banquet Event Orders (BEOs) and any meeting space software provided by the resort
• Review menus with client and select options
• Obtain lists of participants and enter them in the reservations system (when applicable)
• Build with the customer the rooming list
• Be attentive to the customer's overall needs and expectations
• Suggest additional paid services in an effort to upsell
• Issue the invoice for the 2nd installment and the final invoice within the contractual deadlines
• Ensure payment is collected in line with the contract

Coordination

• Ensure that all of the clauses within the sales contract are met and ensure the smooth running of the event.
• In collaboration with the sales and front office team, prepare for a site visit by the client
• Manage the tracking visits and contribute to the drafting (with the customer manager) of the report at the end of the stay
• Welcome the client, validate with him (Group Manager) the progress of his program and ensure follow-up
• Distribute the event's program to the resort services and inform them of any changes regarding the group's program.
• Be present at key moments of the event.
• Advise and guide the sales offices in the setting up and logistics of Meetings & Events operations in conjunction with the Village's services.
• Respond to sales offices as quickly as possible and be proactive.
• Check, at the end of the stay, documents relating to the regularization of the group's accounts receivable (reconciliation of planning + ancillary services), to edit the final invoice
• Carry out the group evaluation
• Coordinate and host educators, discovery stays or internal seminars.
• Manage the meeting room occupancy schedule.
• Know and be known by local competition.

Hygiene & Safety

• Ensure the maintenance and preservation of premises, equipment and materials.
• Know and apply Health & Safety standards and all emergency and evacuation procedures and inform guests accordingly.
• Ensure the application of norms and standards and corrective actions if necessary
• Respect the resort’s waste management rules (sorting, collection…)
• Limit electricity and water consumption
• Respect the resort’s rules for dangerous products management (storage, protection equipment…)

Additional Responsibilities:

• Any other duties assigned by Supervisor

Requirements

Requirements: 

• Proven experience in sales; experience as a sales coordinator or in other administrative positions will be considered a plus;
• Good computer skills (MS Office)
• Proficiency in English
• Delphi/Opera familiarity 
• Well-organized and responsible with an aptitude in problem-solving
• Excellent verbal and written communication skills
• Able to conduct in-house meetings, and client meetings, pre-con meetings
• A team player with high level of dedication
• Professional Attire, Customer service focus

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

We offer a collaborative work environment and opportunities for professional growth. If you are passionate about sales and eager to contribute to a successful team, we encourage you to apply.