Sales Coordinator at Sonesta Hotels International Corporation in White Plains, New York

Job Description:

Job Description Summary

The Sales & Catering Coordinator (SC) executes the sales strategy of the hotel, as defined by the Director of Sales and Marketing, to ensure that occupancy, average daily rate, extended stay and market share goals are achieved. This includes assisting with client requests in a timely manner and efficiently handling all inquiries in absence of the Director of Sales and/or sales managers. The SC will be required to perform general administrative duties, but not limited to, contracts, meeting room logistics, group rooming lists, and compiling/updating reports as needed.

Job Description

Job Description

• Perform administrative duties such as typing proposals, letters, contracts, etc. Collect data, update databases, and complete departmental monthly reports. Types and distributes all correspondence, including booking notices, letters, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.


• Coordinates general office functions to include purchasing of office supplies, messages, contracts, answering phones, guests' requests, assisting with site inspections when needed, plus other activities assigned by management. For purposes of handling Sales Inquiry information: ensures information is accurate and thorough and asks specific questions to qualify the caller to the appropriate manager.


• Audits space blocked space in Delphi as turned over by Group Sales Managers and ensures all guestroom and meeting space blocks have accurate Food and Beverage forecasting, banquet staff and guestroom/meeting room availability.


• Submit proposals for smaller group inquiries on behalf of the sales managers.
  
  
  • Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. Regularly follow-up with clients and maintain accurate and updated information.
  
  
  • Resolve requests and/or complaints to the satisfaction of the guest; inform supervisor of major problems, complaints, disturbances, or dissatisfied clients.
  
  
  • Input leads into DELPHI and maintain an active trace/follow-up system for all incoming inquiry calls
  
  
  • Produce Contracts, Form Letters, Banquet Event Orders, Daily Reports, Group Resumes and Diagrams as merged from computer operating system DELPHI
  
  
  • Work with the Social Media agency to capture content
  
  
  • Generate complete and correct daily event schedules and reader boards
  
  
  • Prepare and stay on top of weekly reports and distribution
  
  
  • Build room blocks in Delphi, and manage small group room blocks as needed
  
  
  • Develop creative attractive menu presentations for potential clients
  
  
  • Maintain knowledge of all hotel services and features and hours of operation
  
  
  
  

• Process Group Definite Booking Turnover. Handle amenity requests. Assist with groups requests (room changes, guestrooms, counts, etc.)


• Cross reference banquet checks with night audit reports. Handle rooming lists for groups


• Ensure correct coding of group blocks


• Assist in booking and servicing small meetings and repeat meeting


• Administer all Delphi Catering Documents-Do Contracts, Create Banquet Event Orders, Revise BEOs and make changes in book


• Ensure deposit are being paid and send receipt to clients


• Process commissions-group


• Email Weekly Pick up report to all groups (Sales & Catering)

• Coordinate the BEO process and administration, ensuring completeness & accuracy, cross reference.


• Load all Guarantees and changes in Book & System from events


• Assist with Input of Delphi cleanup /maintain


• Data Entry for any Sales & Catering Reports

• Cross trains in all other disciplines within the parameters set by the sales department to assist with office coverage when another associate is out of the office, managing a shared work load.


• Clocks in/out at scheduled work hours, including the 30 minute scheduled lunch hour each day. All overtime must be approved by DOS.


• Schedules workload to meet deadlines of all managers.


• Always works as a member of the whole Sales Team, and Sonesta Hotel Team.


• Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling.


• Enter all groups into Passkey and SynXis ensuring that clients receive booking links.


• Perform other duties as assigned (guest room tours, property tours, special guest requests, maintaining calendars, answering phones and routing to appropriate sales staff, handling of mail, faxes, etc.)


• Performs all other duties as assigned by the Director of Sales and Marketing.

Qualifications and Requirements :

• Ability to speak, read, and write fluent English; other languages beneficial.


• Professional verbal and written communication skills.


• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances.


• Problem-solving, reasoning, motivating, organizational and training abilities.


• Experience with Microsoft Office and Opera systems preferred.


• Frequently standing up, bending, climbing, kneeling, and moving about the facility.


• Carrying, lifting, or pulling items weighing up to 25 pounds.


• Frequently handling objects and equipment.

Additional Job Information/Anticipated

Pay Range

pay range:

Base pay offered may vary depending on various factors including but not limited to job related knowledge, skills, and job specific/overall experience.

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance


• Health Savings Account with Company Match


• 401(k) Retirement Plan with Company Match


• Paid Vacation and Sick Days


• Sonesta Hotel Discounts


• Educational Assistance


• Paid Parental Leave


• Company Paid Life Insurance


• Company Paid Short Term and Long Term Disability Insurance


• Various Employee Perks and Discounts


• Hospital Indemnity


• Critical Illness Insurance


• Accident Insurance

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered.