Sales Coordinator

Sales Coordinator

The Sales Coordinator at Rivers Casino Pittsburgh is a key support role within the Sales Department, responsible for performing a wide range of clerical, administrative, and customer service tasks to ensure the smooth operation of guest, hotel, and event communications. This position handles inquiries, coordinates event details, manages reservations, and acts as a liaison between clients and internal teams. With a focus on professionalism and exceptional service, this role contributes to the overall success of the Sales Team and enhances the guest experience at Rivers Casino Pittsburgh.

Essential Duties and Responsibilities:

• Perform a variety of administrative tasks to support the Sales Team, including data entry, file management, and document preparation.
• Create and maintain accurate files for accounts, contracts, and BEOs using systems like Delphi, Microsoft Word, and Excel.
• Type correspondence, reports, contracts, and proposals as directed by the Sales Team.
• Respond to phone, email, and in-person inquiries regarding reservations, event details, and guest concerns.
• Gather client requirements and create detailed BEOs, proposals, and contracts for events.
• Coordinate with clients on deadlines for rooming lists, BEOs, contracts, and other event-related details.
• Follow up with past clients to ensure satisfaction and foster long-term relationships.
• Conduct site tours of the Casino, Event Center, and Hotel for prospective clients.
• Coordinate group and banquet/meeting business, ensuring all client needs and expectations are met or exceeded.
• Work with F&B, EVS, Stewarding, Marketing, Security, and Facilities to ensure smooth event execution.
• Manage group blocks, individual reservations, and conference space bookings in the Hotel PMS/Group Inventory Systems.
• Upsell menus and event packages to clients, collaborating with chefs and managers to review menus and accommodate special requests.
• Assist in creating marketing materials (e.g., signage, flyers, brochures, menus) in collaboration with the Marketing Department.
• Prepare sales kits and print event menus for sales calls, inquiries, and site tours.
• Act as a liaison between guests and various departments to resolve issues promptly and professionally.
• Handle guest complaints with or without management approval, ensuring a positive resolution.
• Create gift bags, specialized amenities, and VIP traces to enhance guest experiences.
• Assist managers with scheduling appointments, meetings, and travel arrangements.
• Attend daily, weekly, and monthly meetings, as well as off-property events, representing the company professionally.
• Work with the Director of Sales to set and monitor daily, weekly, monthly, quarterly, and annual goals for the role.
• Maintain a thorough understanding of hotel rates, discounts, promotions, and departmental procedures.
• Ensure compliance with company standards, safety protocols, and attendance guidelines.
• Keep office equipment and supplies stocked and functional.

Qualifications:

• High School diploma or equivalent required; previous Hotel and/or Catering Sales experience preferred.
• Intermediate to advanced knowledge/use of Microsoft Word applications: Word, Excel, Publisher and PowerPoint.
• Previous experience is essential, including typing skills, telephone skills, knowledge of various office machines, verbal and written communication skills, organizational skills, and general knowledge of office practices.
• Strong preference for prior CRM and function room diary/group block systems such as DELPHI.
• Keen knowledge of food and beverage, meeting room setup/seating styles, basic audio-visual equipment offerings, and room contract elements.
• Requires ability to hear, speak, read and write English fluently. Alphabetizing, grammar and punctuation skills are a must.
• Requires effective business writing skills.
• Standard business letter formats and strong editing skills.
• Typing skills: 70 WPM, minimum.
• Guest oriented with a sincere, helpful, caring and friendly personality. Has exceptional energy, flexibility, and professionalism.
• Take initiative. Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Must also possess a cooperative, helpful and friendly nature, and present a neat, clean, well-groomed appearance.
• Ability to work flexible shifts and days of the week including holidays.
• Must be able to meet clients on and off premises, to tour property and attend functions, to climb stairs, use door keys and operate basic office equipment.

Physical Requirements:

• Prolonged periods of standing, walking and sitting
• Regular bending, stretching, twisting, and reaching
• Ability to push/pull objects weighing up to 20 pounds frequently
• Ability to utilize computer and office equipment

The above duties and responsibilities are representative. Full job descriptions are available upon hire.