Hilton Garden Inn  

309 College St.   

Asheville, NC 28801  

 

Position Summary  

The Sales Coordinator is responsible for administrative support and client service coordination for the sales department and for development, solicitation, and maintenance of accounts as determined by the Director of Sales. This position will also be responsible for event/meeting organization, including event orders and meeting/banquet space set-up and operations.   

  

Responsibilities   

Guest Service      Projecting a professional image of the hotel (dress, appearance, hygiene, etc.)   Has a friendly, personable style with guests. Anticipates customer needs before they ask.   Responding promptly and following through on guest concerns in an effective and friendly manner   Maintaining professionalism with regard to written correspondence and telephone etiquette for self and sales department   Knowledgeable of and performs wells on all company shopping and telemonitoring programs      Technical Knowledge      Conducting direct selling activities in accordance with assigned sales activity and room night production goals   Knowledgeable of and practices effective telemarketing   Skilled in making sales calls. Can properly qualify a prospect, determine demand potential, present features/benefits that match prospect needs, and gain “next step” commitment or “closing.”   Knowledgeable of local area including special attractions, competing hotel facilities, restaurants, etc.   Knowledgeable of hotel facilities including guest room and function room size and occupancy limits. Effectively communicating hotel products to guests.   Knowledgeable of hotel meeting room capabilities, catering options, and audio/visual (for specific hotels). Knowledgeable of local meeting facilities and refers guests when appropriate.   Knowledgeable of reservation procedures, including group blocks, central reservations system, property management system, etc.    Ability to assist and backup front desk, including checking a guest in or out of the hotel   Knowledgeable in billing and credit policies and procedures   Processing incoming and outgoing mail and other correspondence, preparing sales kits and presentation folders   Compiling weekly and monthly reports as required by the Director of Sales      Sales Operation      Preparing sales contracts and proposals, maintaining accurate sales files, preparing and distributing correspondence to clients within hotel staff, and maintaining trace system   Coordinating rooming lists with the front desk team members   Knowledgeable of and follow through on all policies including deposit requirements, cut-off dates, comp rooms, meal guarantees, public space policy, room rates, etc.   Ensuring that the hotel maintains appropriate inventory levels of collateral materials and promotional supplies   Conducting both scheduled and unscheduled site inspections   Performing telemarketing calls as assigned   Conducting effective sales calls in accordance with assigned direct solicitation goals   Monitoring and maintaining meeting room schedule of events   Attending all scheduled BEO meetings and post conference meetings as needed   Ability to effectively communicate with a team to perform all duties associated with contracts for meetings, events, conferences, and dinners; including, but not limited to, set-up, serving, break-down, and cleaning.   Ensuring all set-ups of events are as outlined on event order   Communicating and obtaining authorization by the decision maker listed on the BEO or by the Director of Sales for any deviation to an event order   Ensuring all equipment needed to execute a meeting or event is available; including, but not limited to, AV, linen, office supplies, meeting supplies, etc. as outlined on the event order   Ensuring group rooms control log is current and effectively utilized; ensuring the meeting/function room is current and meeting space is effectively utilized      Marketing/Business Planning      Contributing to the achievement of department objectives as communicated by the Director of Sales/General Manager   Compiling all weekly and monthly reports accurately and timely   Effectively conducting market research, market segment tracking, and competition analysis as directed by the Director of Sales/General Manager   Contributing to the creation and implementation of the 30-60-90 day action plans      Community Relations      Maintaining communication with competitive hotels, Convention & Visitors Bureaus, and Chamber of Commerce as directed by the Direct of Sales.   Participating in community activities, employee activities, and guest events as directed by the Director of Sales      Human Resources Management      Treating peers and supervisors with respect and maintaining a positive work environment. Supporting and promoting teamwork and setting a positive example   Continually supporting and promoting Quality Oil Company’s Core Ideology, history, culture, and growth   Participating in relevant orientation programs, service skills training, telemarketing courses, etc. Taking responsibility for own training and career development.   Attending and actively contributing in weekly sales meetings      Inter-Departmental Relations      Coordinating and maintaining effective relations with other department in the hotel to promote excellent guest service   Is aware of all departments’ roles and responsibilities. Coordinating with other departments on joint tasks as they relate to sales, particularly the front office.         

Requirements   

Prior sales and/or administrative experience is preferred   Prior hospitality experience is a plus   Prior event/meeting/conference experience is a plus   Strong initiative and work ethic   Strong multitasking and organizational skills   Punctual , reliable, and regular attendance   Strong attention to detail   Customer-service oriented   Ability to work in a fast-paced environment   Excellent communication skills – verbal and written   Excellent interpersonal skills   Excellent time and project management skills