Sales Coordinator

Sales Coordinator

At Claremont Companies, we believe in nurturing talent and promoting from within. We are seeking a dedicated and enthusiastic Sales Coordinator to join our team. This entry-level position offers a solid foundation for growth in hotel sales, providing valuable experience and opportunities for career advancement.

Position Overview: The Sales Coordinator is a critical team member who assists the Director of Sales and/or Sales Manager with all arrangements and requirements related to group and function business. This role involves corresponding with customers, creating contracts, Banquet Event Orders (BEOs), and sales forms to gather guests’ requirements and timelines, and distributing them throughout the hotel as appropriate. The Sales Coordinator is also responsible for light proactive sales of meeting space and small groups (10 rooms or less), determining proper setup of F&B and audiovisual needs, and attending to any special guest requirements.

Key Responsibilities:

• Approach all encounters with guests and team members in an attentive, friendly, courteous, and service-oriented manner.
• Follow all Claremont Companies policies and procedures.
• Maintain high standards of personal appearance, grooming, and dress code.
• Answer telephone calls using clear and professional language, and appropriate telephone etiquette.
• Quote prices for meeting inquiries and work with respective Sales leadership to handle small groups and meetings.
• Assist with typing banquet and sales correspondence, including emails, confirming banquet arrangements, menus, BEOs, memos, etc.
• Promptly respond to all inquiries.
• Compose, publish, and distribute BEOs and group resumes to all department heads and personnel involved in servicing guest needs.
• Work with management and other personnel to carry out special requirements and duties to enhance guest comfort and well-being.
• Distribute notices of any changes in BEOs and group resumes to all departments promptly.
• Prepare signage and menu items for all banquet events.
• Send banquet event proposals and group room block proposals to guests and maintain timely contact.
• Ensure prompt responses to all inquiries via telephone, fax, and email.
• Prepare administrative documents for the Director of Sales.
• Conduct site inspections as needed.
• Act as a liaison between all related hotel departments and the host of the function.
• Attend periodic sales meetings and circulate minutes.
• Maintain sales software, database, departmental reports, and client information.
• Coordinate with banquet operations to ensure complete customer satisfaction.
• Update banquets and room blocks calendar on the sales and catering software.
• Perform all duties necessary for the success of the department.
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc., as needed.
• Maintain timely and effective paper flow and communication within the department and with other departments.
• Work on creative projects as assigned.
• Collaborate with the Director of Sales on Digital Marketing/Social Media initiatives.

Qualifications:

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and sales software.
• Ability to work independently and as part of a team.
• Detail-oriented with a focus on customer satisfaction.
• Previous experience in a sales or administrative role is a plus.