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Sales Coordinator

Oak Ridge Hotel & Conference Center
Job Description
Sales Coordinator
Assist Director of Sales, Sales Managers, Event Managers and Catering Manager in obtaining customer satisfaction by performing administrative duties relating to guest and hotel communications through the sales team.  The perfect candidate for this position must excel in customer service standards and be able to work 40 hours per week including weekends.
Summary of Responsibilities:
Responsibilities and essential job functions include but are not limited to the following:
  • Assists with answering telephones in the Sales office, qualify incoming inquiry calls and ensuring all inquiries are dealt with accurately, timely and in a professional manner.
  • Monitors lead sources (e.g. cVent, Speed RFP, Starcite) and distribute leads to appropriate Sales Managers to assure they are in touch with the client in a timely manner
  • Assist with proposals, sales contracts, BEO’s, correspondence, reports, distribution, direct mail pieces, invitations, trade show preparation, FAM trip details, special events, etc., as needed by sales team.
  • Conducts site inspections for the department as needed
  • Distribute BEO’s, changes, rooming lists, signed contracts, revisions, etc. to appropriate departments as it relates to meeting and groups.
  • Conducts “shop calls” to competitive hotels to gain current market availability and rate information
  • Assists Managers with the completion of VIP forms for designated guests, organizes in house deliveries, amenities, welcome letters, transportation schedules, etc. assists with thank you letters for groups/functions
  • Assists in maintaining an accurate client data base and current sales and promotion literature
  • Maintain file system to ensure office is organized and efficient.
  • Attend Sales Meetings and take minutes, type, and distribute accordingly.
  • Participates in hotel and sales training programs when applicable
  • Has complete knowledge of hotel services and accommodations.
  • Monitor/Ordering of office supplies and sales collateral to ensure we are properly stocked at all times with full packets, collateral, supplies and promotional items.
  • Maintains high standards of personal appearance and grooming
  • Other items as they relate to the Sales and Marketing effort of the hotel
  • College degree or diploma in Hotel/Restaurant Management is preferred
  • Proficient with Microsoft operating systems
  • Knowledge of Delphi and Opera is an asset
  • Excellent verbal and written communication skills
  • Proven ability to meet deadlines in a fast paced work environment
  • Must be professional, enthusiastic, a strong team player and possess excellent organizational skills

Physical Aspects of Position (include but are not limited to):
  • Sedentary work
  • Exerting up to fifteen pounds of force occasionally, and/or negligible amount of force frequently or constantly to lift, carry push, pull or otherwise move objects
  • Long hours sometimes may be required
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