Sales Coordinator

at Hyatt Place Austin Downtown

Austin, TX

Posted on May. 9, 2017

Full Time

Health Insurance, Life Insurance, Dental Insurance, Vision Insurance, 401k / Retirement Plan

Great place to work and great place to stay!

The Hyatt Place Austin Downtown is currently seeking dedicated, flexible and service orientated individuals to fill the following position: SALES COORDINATOR

Position Summary
The Sales Coordinator assists the Sales Managers. Responsible for in-house sales, special client requests, clerical and telemarketing duties

Essential Functions
Provide the highest quality of service to the guest at all times and anticipate and exceed guest expectations. Know and live the mission and the White Lodging/brand basics. Understand the Hotel Improvement Plan.
Answer telephone within three rings with a smile and forward calls to the proper Sales Manager or answer questions accordingly.
Manage all meeting room reservations and coordinate details with other departments.
Post all meeting room charges.
Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events.
Prepare and send out all direct mail projects, sales packets and collateral.
Answer guest questions regarding hotel facilities and services, local area and attractions.
Maintain good rapport with clients. Work closely with other departments to coordinate meeting details, special requests and VIP arrangements.
Type all Sales correspondence and reports. Facilitate completion of proposals and process contracts.
Assist in internet and direct-mail projects.
Establish and maintain sales files, production reports and trace system.
Prepare sales figures and report as directed.
Handle inquiry calls; send appropriate collateral or direct calls to sales management staff as necessary. Make reservations and send out contracts. Schedule sales appointments with prospective clients.
Ensure that appropriate departments are updated on group information and monitor group cut-off date.
Type confirmation letters, proposals and other correspondence.
Adhere to established sales goals.
Handle walk-in tours.
Handle all meeting room requests and notify hotel department heads of the same.
Prepare and distribute function sheets.
Prepare bills and code invoices for meeting room equipment, food, etc. and submit on a timely basis for approval and processing.
Inform Director of Sales of potential problems with clients and progress of special projects.
Attend department and staff meetings; prepare and distribute minutes.
Check e-mail and voice-mail regularly.
Make copy of Market Segment Activity daily and file appropriately.
Manage group inquiries, make single reservations and changes.
Type confirmation numbers and send back to client.
Ability to read, analyze and interpret common reports such as guest folios.
Operate the hotel computer system, reservation system and word processing applications as well as Excel.
Be knowledgeable of hotel staff, room locations, room rates, and amenities, selling strategies, discounts and frequent guest program benefits for hotel.
Send the direct bill application to client. Verify references. Forward completed application and reference checklist to manager.
Take, modify and cancel guest reservations noting any special requests. Know cancellation and walk procedures.
Ensure security and confidentiality of all guest and hotel information and material.
Practice energy conservation at all times.
Notify manager/Maintenance Department of maintenance issues.
Report unsafe/suspicious activity to Security/Management.
Utilize property Service Recovery/Defect Tracking processes.
Maintain a clean and orderly work area in accordance with hotel standards.
Attend work on time as scheduled and adhere to attendance policy.
Participate in daily preshift.
Lift, carry or otherwise move up to 25 lbs. regularly. Follow proper moving and lifting procedures identified in Departmental Orientation Handbook. Regularly required to stand; sit; walk; reach; use hands to finger, handle or feel; talk and hear.
Practice safety standards at all times and keep the property safe for guests and fellow associates. Use wet floor signs as required. Use personal protective equipment.
Must pass certification quiz/test for position.
Monitor room availability.
Monitor and execute hotel programs and ensure front desk staff is trained on how the programs need to be administered.
Understand and consistently follow all cash handling procedures including hotel credit and check cashing policies and procedures.
Handle guest mail, messages and safe deposit boxes per Standard Operating Procedures.
Offer and properly handle requests for wake-up calls.
Communicate with incoming staff by logging pertinent information in the pass-on log. Inform management of any guest or system-related problems.
Communicate properly and effectively with the guest, associates and managers. Effectively respond to guest complaints. Promote teamwork and associate morale.
Perform other duties as assigned.

Benefits
White Lodging offers competitive benefits including medical, vision, dental insurance for Full Time associates.
Other benefits include Short term and long term

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