Job Description for Hotel Sales
Coordinator
Position Title: Sales Coordinator / Marketing Coordinator
Reports To: Director of Sales / Sales Manager
Position Summary:
The Sales Coordinator primary role is to perform general office
duties to support Sales & Marketing team e.g. filing, sending emails,
typing, faxing, copying, loading special or negotiated rates on to
the property management system and Maintaining Customer and
company profiles.
Should assist in selling guest rooms, catering services
and banquet facilities as directed by the Director of Sales. Also
provide high-level administrative support by conducting research,
preparing statistical reports, collecting and processing sensitive
data, resolving guest issues and also perform clerical functions.
Sales Coordinator Duties and
Responsibilities:
Answer telephone and respond to caller inquiries in a pleasant
manner.
Answer client / bookers questions about property
facilities/services (e.g., hours of operation, rates and room
types, packages, promotions, entertainment, restaurants etc.)
Serve as the point of contact for clients and communicate with
them by phone and email to respond to questions and
requests.
Responsible for coordinating internally with the sales &
marketing team.
Generating reports, preparing proposals, collections details ,
coordinating with clients & suppliers.
Prepare sales-related documents throughout the sales process
(e.g., proposals, contracts, banquet event orders, CVGR
Letter).
Gather materials and assemble information packages (e.g.
brochures, promotional materials, sales demo kit, welcome kit,
souvenir etc.).
Generate group and/or corporate leads through internet
prospecting, networking, and telemarketing.
Manage and maintain sales executives and
managers schedules, appointments and travel arrangements.
Assist sales team by managing schedules, filing important
documents and communicating relevant information.
Arrange and co-ordinate meetings, events and any
appointments.
Record, transcribe and distribute minutes of meetings.
Interaction with client in regards to leads, hotel needs and
client travel.
Meets with clients in the absence of the Director of Sales or
Sales Managers to effectively and professionally convey details
of the sale to the client.
Perform hotel site tours with potential clients.
Monitor, screen, respond to and distribute incoming
communications.
Design, upload, extract and maintain customer databases.
Create and manage Company and Travel Agent profiles on the
property management system.
Should know the process of merging profiles.
Load and Manage Rate Codes to the Hotel Software, And link
the negotiated rates to the correct company profiles.
Print Daily Sales reports for each sales managers and submit
to Director of Sales.
Print Sales manager productivity reports for each sales
managers and submit to Director of Sales.
File and retrieve documents and reference materials.
Conduct research and collect data to prepare reports and
documents.
Utilizes efficient sales strategy for the maximization of hotel
revenue.
Coordinates necessary arrangements with vendors relating to
sales.
Establishes strong relationships with vendors to ensure
maximization of hotel revenue.
Ensures all documents produced by the Sales Department
(i.e. BEO’s, contracts, rooming lists, proposals) are completed
accurately and on time.
Respond to complaints from customers and give after-sales
support when requested.
Ensure the adequacy of sales-related equipment or material
are available at all times.
Other duties as assigned by Director or sales or the
management.
Prerequisites:
Speak with others using clear and professional language.
Prepare and review written documents accurately and
completely.
Working knowledge of standard office administrative practices
and procedures.
Excellent customer service skills.
Able to effectively communicate in English, in both written and
oral forms.
Be friendly, customer centric, smile and able to work in a team
environment.
Education:
Diploma or degree in business management, Good computer skills;
proficient in the use of Microsoft Office (Word, Excel, Powerpoint,
Access) and Knowledge of sales and marketing modules like Delphi,
Opera S&M, Protel S&M etc.
Experience:
Two or more years of experience working in a hotel, clerical or
sales. Previous experience working in a similar role.
