Now Hiring - Hilton - Sales & Service Coordinator in Columbus, OH

Job Title: Sales Administrator Hotel Department: Sales and Marketing

Reports to: Director of Sales FLSA: Non-exempt

JOB Objective: Provide administrative support to sales department, including Director of Sales as needed.

Key Areas of Responsibility: Sales, Catering, Conference Services, Reservations, Administrative

Specific Duties:

• Contract merging, reviewing and routing for DOS approval (as needed in absence of sales/catering manager) prepare copies in folder for weekly corporate approval;
• Group set up and rate loading in ONQ/PEP for Group Business; (In hotels with Revenue Manager SA assists as needed.)
• Distribute group resumes and/or BEO’s for completion and review prior to staff meeting and BEO meeting;
• Compile packets and information for Staff Meeting;
• Maintain, copy and distribute GRC for Sales Meeting;
• Maintain Group Files and Permanent Files;
• Direct liaison with designated accounts (transient) for rooming lists and insuring purchase orders are received for accounting, processed correctly and distributed. Direct liaison with Indus Hotels Corporate office for approval of Direct Bill applications along with proper copies for file and distribution;
• Establish and maintain sales files, break down, review and file group information after group is past – insure pickup numbers are in Delphi,
• Acts as the Lead Catcher with CVB for lead retrieval, responds to CVB for pickup reports, confirmation reports;
• Inquiry information from inbound telephone, walk in – complete inquiry form and forward to DOS or assigned sales manager
• Books short term and social rooms only groups based on guidelines set by DOS and VP Sales and Marketing fewer than 30 rooms peak.
• Update hotel information for sales packets and maintain stock of sales packets for sales managers – inventory and maintain stock of sales related items;
• Assist DOS with miscellaneous monthly reports, marketing information, mailings, blast emailing;
• Conduct hotel tours for walk-ins if no sales manager is available;
• Manage showroom needs for sales managers including inspecting rooms to ensure cleanliness and functionality – as needed – coordinate with Housekeeping;
• Distribute completed Site Inspection Form, VIP Guest or Amenity Form;
• Reservation related duties – the main responsibility of Reservations is with the Reservations / Front Desk Staff. The Sales Administrator assists only as noted below:
  • All requests for extended stay. (Take information and request rate from DOS) (Not to be quoted below prevailing federal per diem rate);
  • Download and input rooming lists from all third party reservation systems, client direct and other sources;
  • Group reservations with specific needs/problems only;
• Send, receive and file Direct Bill/ Purchase Order information for accounts. Ensure Front Desk Manager/Accounting has information to set up Direct Bill accounts; Sales and / or any sales staff DO NOT set up direct bill accounts;
• Send, receive and file credit card authorization information for requested accounts. Insure copy of cc information is forward to Front Desk including permanent authorizations keeping copy in permanent file;
• Insure any billing information is on all resumes and forwarded to front desk;
• Complete and monitor all Fast Pay accounts with Hilton Hotel properties;
• Miscellaneous Duties.
  • Assist DOS in keeping Sales Department informed of new programs, distributing information and monthly reports.
  • Assist Sales staff in special projects as required including but not limited to: Mailings, referrals, site inspections etc. to maximize room and catering revenues.
  • Work with other departments within the hotel to provide quality service to customers.
• Assist with reports and/or competition data collection.
• Maintain and order office supplies.
• Other Duties and Responsibilities as may be designated.

Qualifications: To perform this job successfully, incumbent must be able to perform each essential duty satisfactorily. Requires good communication skills, both verbal and written. Most tasks are performed in a team environment. There is minimal direct supervision. Must possess basic computational ability. Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required. Knowledge of sales skills and knowledge of other and competitive market. Must be able to receive instructions and communicate progress of work assignments. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Education/Experience: High School Diploma, College preferred. Prior hotel experience preferred.

Language Skills: Must be able to speak, read, write and understand English. Have the ability to work with staff that speaks different languages; ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community; ability to effectively present information to executive staff.

Equipment/Computer Expertise: Basic computing skills including Microsoft Word, Excel, and Sales System Software. Typing skills and ability to operate standard office equipment including: copier, telefax, multiple-line telephone system, 10-key, etc. Maintaining hotel social media.

Physical Demands: The physical demands described here are representatives of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment: Work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee should be able to move around and work with others in a small, confined area. The noise level in the work environment is usually moderate.

Customer Satisfaction: Our customers are what we are about. One of the keys to a positive guest experience is positive interaction with Indus Hotels and Individual Hotel staff. It is essential that you remain professional at all times, and that you treat all guests and associates with courtesy and respect, under all circumstances. Every Indus Hotels / Individual Hotel associate is a guest relations ambassador, every working minute of every day.

Work Habits: In order to maintain a positive guest and associate experience, your work habits should always meet and strive to exceed hotel standards for work procedures, dress, grooming, punctuality and attendance. You should be adaptable to change in your work area and in hotel procedures with a willingness to learn new skills and/or improve existing ones, have the ability to solve routine problems that occur on the job, and ask for help whenever you are not sure how to do something.

Safety & Security: The safety and security of our guests and associates is of utmost importance to Indus. Every Indus Hotels / Embassy Suites Pittsburgh Downtown associate should adhere to the hotel security policies and procedures, particularly regarding key controls, lifting heavy objects, using chemicals, and effectively reporting safety hazards and safety concerns.

NOTE: This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate’s supervisor.

Furthermore, this description is subject to change, at the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; each associate remains, at all times, an “at will” associate.

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  I have read and agree to comply with the above job descriptions.

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