Campus Sales Coordinator

Campus Sales Coordinator

Under general direction, the Campus Sales Coordinator sells, details, and facilitates small catering events at the campus of assigned hotels. This role also provides support as needed to the Campus Sales Team.

Essential Job Functions

• Coordinates the sales and guest interaction with the booking of guestrooms, catering services, and banquet facilities across the campus as directed by the Campus Director of Sales, Assistant Director of Sales, or Sales Managers.
• Negotiates and finalizes contracts and banquet event orders by meeting with clients for the campus properties.
• Researches competing hotels and event spaces, prospects, and networks to surface business.
• Reviews and adjusts catering menus and prices with the General Managers and Campus Director of Sales at minimum twice a year across all campus properties.
• Sells to fill needed dates for guest rooms and meeting space across the campus.
• Attends daily/weekly Sales meetings.
• Provides administrative support to the Sales team across all assigned properties.
• Maintains accurate records of sales activities and customer information.
• Coordinates with clients to gather information and update them on the status of their Groups and Events across the campus.
• Ensures timely delivery of information to clients and follows up on any issues that may arise at any of the assigned properties.
• Follows up with clients after each function to ensure satisfaction.
• Collaborates with other departments such as Front Desk, Housekeeping, and Maintenance at the assigned hotels to ensure a smooth Sales and Catering process.
• Creates welcome letters for arriving VIPs and Corporate accounts.
• Communicates and assigns rooms for Site and Events occurring at the campus hotels to all departments.
• Reviews Group pick-up reports and releases rooms past cut-off date for the assigned properties.
• Completes group resume for packets each week.
• Awards points to groups through Group posting tools.
• Verifies that groups going to the master have sufficient funds to cover stay at campus properties.
• Builds room group blocks in Delphi and PMS systems.
• Answers phone calls and group inquiries for the campus.
• Performs site tours across the campus.
• Creates contracts and proposals for properties.
• Emails rooming lists to clients.
• When applicable, assists the Sales team with prospecting and gathering contact lists for the campus.
• Creates flyers as needed.
• Performs shop calls as requested across the market.
• Schedules and attends off-property site tours representing the campus.
• Prepares invoices for prepayment groups across the assigned properties.
• Updates forecasted and blocked rooms in Delphi after group cut-off dates.
• Enters group pick-up into Delphi after group departure.
• Collects advance deposits for campus properties.
• Processes cancellations.
• Reviews group billing after group departures.
• Prepares "Thank You" letters for campus clients.
• Attendance is a key component of this position.
• Maintains a professional appearance in accordance with Company standards; wears the appropriate uniform or attire.
• Maintains open and effective communication with team members and management.
• Attends and participates in team meetings.
• Adheres to established safety and emergency procedures and protocols, this includes Company, federal, and state specific regulations and guidelines.
• Completes all required Company training/compliance courses as assigned.
• Adheres to Company standards and maintains compliance with all policies and procedures.
• Performs other related duties and responsibilities as assigned.

Education

• High school diploma or equivalent.

Experience

• A minimum one (1) year of experience of catering/meetings/events sales experience required.
• No supervisory experience required.

Skills & Abilities

This position requires the capability to understand and follow both oral and written directions, as well as the ability to communicate effectively with others in English and interact successfully with internal and external customers.

• Customer service skills.
• Able to maintain a positive and professional working environment.
• Fosters a culture of excellence.
• Attention to detail.
• Analytical and problem-solving skills.
• Able to maintain composure and objectivity under pressure.
• Proficient in Google Docs/Microsoft Word.
• Proficient in Google Sheets/Microsoft Excel.
• Basic knowledge of Google Slides/Microsoft PowerPoint.
• Proficient in M3.
• Proficient in multi-brand systems.
• Proficient in Delphi FDC.
• Proficient in ProfitSword.
• Proficient in Cvent, Meeting Broker, The Knot, Knowland, TravelClick and Marriott/Hilton Sales Tools Resources.
• Basic math skills.
• Performs well with frequent interruptions and/or distractions.
• Able to communicate appropriately and effectively with all levels of management and external stakeholders.
• Ability to effectively listen, understand, and resolve challenges and concerns from management, team members, and guests.
• Knowledge of key industry trends, regulations, and the current industry landscape.
• Able to engage diplomatically and effectively with third party operators and owners, empathizing, and reacting appropriately to partner feedback and helping resolve issues where necessary.
• Ability to adjust effectively to evolving work environments and shifting customer (internal/external) requirements.
• Able to work effectively in a culturally diverse environment and support diversity and inclusion within the organization.

Travel Requirements

• No travel required.

Physical Demands

• Standing: Particularly for sustained periods of time.
• Walking: Moving about on foot to accomplish tasks. Specifically, for long distances or moving from one work site to another often.
• Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward, or outward.
• Pulling: Using upper extremities to exert force in order to draw, haul, or tug objects in a sustained motion.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. Specifically, if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles.
• Grasping: Applying pressure to an object with the fingers and palm.
• Talking: Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
• Hands to Fingers: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Repetitive Motion: Substantial movements (motions) of the wrists, hands, and/or fingers.
• Close Vision: Clear vision at 20 inches or less. Required to perform an activity such as preparing and analyzing data, transcribing, viewing a computer terminal, extensive reading or visual inspections.
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a minor amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Work Environment

• None: No exposure to adverse environmental conditions (typical office/administrative setting).

Disclaimer

This job description provides a general overview of the work