Now Hiring - The 9 Group - Hampton Inn and Suites - Sales Coordinator in Oak Ridge, TN

Full description of the position

Position Summary:

The Sales Coordinator is responsible for pro-actively supporting the sales team and serves as the liaison between the sales department and the hotel operations team. They handle administrative tasks such as managing contracts, sales records, and reports. Supports the sales department with the effective booking and coordination of on-site meetings, group reservations and events.

Primary Responsibilities:

Complete brand-specific sales training and maintain complete knowledge of brand-specific standards and top Hotel accounts

Communicate with clients to provide information on hotel services and reservation details. Update & maintain customer data in the hotel CRM system

Prepare and distribute materials for events and meetings, including menus and presentations. Tracking bookings throughout the entire booking process.

Coordinate site visits for potential clients and assist with event set-up

Process contracts and invoices for group bookings and events

Collaborate with other hotel departments to ensure smooth delivery of services for clients

Maintain an organized filing system and complete all sales paperwork (ex., Group contracts & meeting agreements). This includes regular upkeep of the Sales Process Binders and Calendars. Making welcome bags when appropriate.

Keep the sales office clean and organized. Overseeing meeting room cleanliness and closet space

Respond to incoming sales calls (always return phone messages and inquiries promptly, the same day if possible).

Respond to MSM in a timely manner on all items forwarded that need attention.

Track company name and Corporate ID data and ensure that reservations are being coded appropriately using the daily reports available.

Provide support for sales presentations, trade shows, and events.

Relieve the front desk when necessary.

Inputting groups in Delphi and setting up the billing and rooming list information.

Ensures setup and service of meetings on the day of the event. Coordinating catering needs, getting pricing, and confirming times with MSM.

Complete a Future Group resume each week (Group Scoop), a rolling event grid showing the next 10 days up on Wednesday of groups and meetings. Copy posted in sales office / Back office

Tracking group bookings arriving in the next 30 days. Sending introduction letters and ensuring that we have the correct method of payment, rooming list, numbers confirmed, tax exemptions, etc

Contact groups 2 weeks prior to the cut-off date and meetings 48 hours before the event.

Ensure that the front desk is set up for success when dealing with the group.

Attends a weekly group wash call with the Corporate Revenue Manager.

Attends Bi-Weekly Revenue Call as available

Complete any Quick Links or POGs and follow up with the group contact within 24 hours after the event.

Complete a company-required weekly sales coordinator report.

Attend industry meetings, chamber events & special events as directed by MSM.

Helped catch upcoming Knoxville events and shared them with the revenue manager.

Willing to work a flexible schedule may be required to work some evenings and weekends as directed by the MSM.

Keep confidential the business functions of the company, including, but not limited to, financial status, customer/guest information, employee issues, corporate accounts, etc.

Follows all Hotel Sales Procedures currently set in place and is willing to adjust based on changes that occur in procedure.

May be asked to participate on an administrative level in hotel forecasting, quarterly production reporting, or other processes as deemed necessary

Assist the sales team in coordinating and executing targeted sales initiatives

Perform any other required duty as requested by the Market Sales Manager or General Manager

Necessary Skills:

Present a professional image at all times

Previous knowledge of Hotel Operations and industry trends

Efficient in time management, organized, and detailed individual.

Project honesty, reliability, and enthusiasm

Sincerely interested in meeting clients needs

An excellent communicator, both in speaking and writing

Positive mental attitude/goal-oriented

Job Type: Full-time

Pay: $15.50 - $16.50 per hour

Expected hours: No more than 40.00 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Travel reimbursement
• Vision insurance

Compensation package:

• Quarterly bonus

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Travel requirement:

• No travel

Experience:

• Hotel: 1 year (Required)

Work Location: In person