Now Hiring - Courtyard by Marriott - Travel Sales Coordinator – (Full Time) in Saint Petersburg, FL

Full description of the position

Are you passionate about working with people from all over the world and helping them to make lasting memories? If so, the Courtyard Madeira Beach is looking for its next Sales Rockstar to join our team!

As a Sales Coordinator, youll work hand-in-hand planning events, meeting community and business leaders, working with clients, and helping to execute events! If youre passionate about meeting new people and your energy is driven on people-to-people connections, this role might be for you!

Shaner is an Equal Opportunity Employer and Drug Free-Workplace General

Responsibilities: Provides clerical/secretarial and administrative support for the Sales department, including dictation, typing, computer input, filing, tracing, answering telephones, printing reports and departmental records/logs. Qualifications (Essential):

• High school graduate.

• Minimum 1 year administrative experience.

• Ability to satisfactorily communicate in English with guests, management, and co-workers to their understanding.

• Ability to provide legible communication. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to accurately compute basic mathematical calculations.

• Computer skills. Qualifications (Desired):

• Previous guest relations training.

• Previous experience in hospitality industry.

• Familiarity with preparing statistical reports.

• Some college or business school training.

• Ability to communicate in a second language, preferably Spanish.

• Ability to take shorthand or speed writing. Skills:

• Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision.

• Ability to endure remain in stationary position for extended period of time with limited movement.

• Ability to transcribe letters.

• Ability to promote positive relations with guests, whether in person, via phone, or e-mail, and ascertain guests needs to ensure guest satisfaction.

• Ability to ensure security and confidentiality of client information and hotel data. Standard Requirements: 1. Supports the Mission, Values and Vision of Shaner, Franchise, and the hotel.

Ensures an atmosphere which allows for the privacy, dignity and well-being of all guests and employees in a safe, secure environment.

Supports, cooperates with, and implements specific procedures and programs for: a. Safety, including universal precautions and safe work practices, established fire/safety/disaster plans, risk management, and security, report and/or correct unsafe working conditions, equipment repair and maintenance needs. b. Confidentiality of all data, including guest, employee and operations data. c. Quality Assurance and compliance with all regulatory requirements. d. Compliance with current law and policy to provide a work environment free from sexual harassment and all illegal and discriminatory behavior.

Supports and participates in common teamwork: a. Cooperates and works together with all co-workers; plan and complete job duties with minimal supervisory direction, including appropriate judgment. b. Uses tactful, appropriate communications in sensitive and emotional situations. c. Follows up as appropriate with supervisor, co-workers or guests regarding reported complaints, problems and concerns. d. Promotes positive public relations with guests and employees. e. Completes requirements for in-service training, acceptable attendance, uniform and dress codes including personal hygiene, and other work duties as assigned. Essential Functions: (Include the following. Other job related duties may be assigned.)

• Helps ensure compliance with and completion of all daily operational procedures by the Sales department.

• Maintain complete knowledge of and comply with all Shaner, franchise and hotel/departmental policies and procedures.

• Maintain knowledge of all hotel services/features and hours of operation.

• Maintain complete knowledge in the use of all office equipment, computer and manual systems.

• Answer telephone within 3 rings, using correct salutations and telephone etiquette.

• Handle inquiry calls according to departmental procedures. Qualify space requests by obtaining pertinent information required and transfer caller and information to a Sales Manager.

• Record messages legibly and completely; ensure proper distribution of messages.

• Make telephone calls to specified individuals as requested by the Sales Director and Managers.

• Greet all individuals arriving at offices courteously and assist with their needs. Contact Managers and inform of client arrivals.

• Document and maintain appointment calendar for Sales Director and Managers.

• Maintain accurate trace files and communicate daily traces to Sales Director and Managers.

• Establish and maintain filing system procedures; prepare new client files.

• Retrieve and distribute departmental mail.

• Process requests for overnight mail and other delivery/messenger services.

• Prepare and send communications, including faxes and e-mails; receive and distribute communications to appropriate personnel.

• Make photocopies and process as specified.

• Type correspondence, memos, B.E.O.'s, Daily Event Sheet, Daily Change Sheet, 10-Day Forecast and reports as assigned and distribute according to hotel standards.

• Prepare the Daily Event Sheet from the B.E.O.'s and submit to Sales Director for approval before distribution.

• Process all changes to B.E.O.'s as given by the Sales Director and Managers on a timely basis, following departmental procedures.

• Prepare the Weekly Event Sheet according to procedures and distribute to Sales Director and Managers for verification of information listed. Type and distribute to specified departments.

• Prepare monthly Lost Business Report, type and submit to Sales Director for review before distribution.

• Type door cards for each function one day prior to scheduled event and distribute accordingly.

• Attend designated meetings, take minutes, transcribe and distribute.

• Document all guest requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest satisfaction.

• Assist Managers in calling clients for their function guarantee numbers and adhere to departmental policies.

• Assist Managers in contacting florists and other authorized vendors to coordinate arrangements for functions.

• Prepare requests for complimentary room reservations when assigned by Managers, following hotel procedures.

• Complete and distribute amenity request forms; follow up on any changes.

• Prepare complimentary and purchase gift certificates according to Accounting policies and procedures.

• Act upon any special task or project assigned by the General Manager or Director of Sales.

• Maintain a current manual on all departmental forms and form letters with instructions.

• Coordinate service repairs for office equipment, ensuring minimal costs.

• Prepare work orders for maintenance repairs and distribute to Engineering.

• Maintain confidentiality and security of specified hotel information, correspondence, reports and files.

• Document pertinent information in departmental log book.

• Review status of incomplete work and follow up actions with Managers before leaving.

• Familiarization with current customers and hotel accounts.

• Working knowledge of the front desk and desk operations.

• Work with hotel guests to arrange hotel services, or making changes to client needs regarding meetings, guest rooms, or other services.

• Perform miscellaneous support services, including filing, gathering information, organizing the sales office and helping to keep sales work area neat, clean, and presentable to clients or hotel staff.

• Coordinate travel arrangements, hotel reservations and car rentals as required for the Sales Director and Managers' business travel needs.

Supervisory Responsibilities: This job has no supervisory responsibilities. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl; and taste or smell.

The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee works in an office environment. The noise level in the work environment is usually moderate.

****Some possible nighttime and weekend events may be required to attend

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Benefits:

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

Schedule:

• Day shift
• Monday to Friday

Experience:

• Coordinator: 2 years (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: In person