Sales Coordinator

Position Objective

Support the Sales, Catering and Administration operations by giving administrative support to the Sales and Catering Managers, answer incoming calls to Sales and Catering office, manage and assign group / catering leads to appropriate manager and handle the day to day operational responsibilities of the Sales and catering office.  This position will support Resort Manager and Director of Sales and Marketing in VIP amenities and welcome notes and managing the VIP arrivals

Essential Job Functions

• Performs various administrative duties such as filing, answering phones and taking messages, arranging conference calls, scheduling meetings, handling information requests, making travel arrangements, completing/processing expense reports, sending meeting notifications/reminders for recurring calendar obligations and other similar tasks.
• Performs clerical duties including typing, copying, and taking minutes at meetings, filing and creating filing systems for inbound business communications.
• Manage RFP partnership websites by updating content, Hot Dates, while daily review of new RFPs (Request for Proposal) and assigning to appropriate Sale and Catering Managers.
• Answers telephone and assists with information about the resort. 
• Audit and complete group contract turnover checklist for each definite contract in preparation to handover to conference services.
• Handles departmental monthly expenses, balances checkbook, orders supplies, manage/order collateral and assigns purchase orders for direct expenses and merchandise.
• Prepares summaries and reports for the benefit of the Director of Sales & Marketing as directed for the purpose processing of necessary information pertaining to resort operations, group sales pace, meetings, and all other business demand.
• Manage VIP amenities and welcome notes for the Resort Manager and Director of Sales and Marketing in addition to VIP list of arrivals / in house.
• In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the resort:
  1. Order and maintain office supplies and sales collateral for the sales and catering offices
  2. Travel to various operating departments within the resort for immediate gathering of data, processing of requests, responding to inquiries, etc.
  3. Take lead and manage special event invitations, guests list, RSVP, mailing lists and client lists in spreadsheet format and tracking
• Completes special projects and related duties as assigned
• Upload programming on website, Facebook and third-party sites
• Update and maintain third party sites like Visit Loudoun, Trip Advisor, Yelp, Wedding Wire, Cvent, etc.
• Request UGC images via Tack
• Respond to reviews on Facebook
• Maintain Facebook and Instagram inbox/comments and coordinate internal requests
• Contact photographers/videographers and manage wedding image selects
• Basic collateral updates
• Proactively create fresh and engaging social media content by coordinating with internal teams

Education/Experience

• High school diploma or general education degree (GED) and one year of administrative assistant experience; or equivalent combination of education and experience. 
• Previous experience working for senior level manager and/or supporting multiple managers.
• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.   
• Requires good communication skills, both verbal and written. 
• Must possess basic computational ability.   
• Must possess computer skills, including Microsoft Office 10, Excel and PowerPoint.
• Ability to accurately type at least 50 words per minute.

Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties this job, the employee is regularly required to stand; walk’ use hands to finger, handle or feel; reach with hands and arms; stoop, kneel, crouch; talk and hear. The employee must be able to lift and move up to 25 pounds. The employee must be able to see differences in widths and length of lines such as those on graphs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Most work tasks are performed indoors.  Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day.  Walking and standing are occasionally required.  Length of time of these tasks may vary from day to day and task to task. 
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees. 
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.
• May be required: to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.

Work Environment

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors.
• Must be able to change activity frequently and cope with interruptions.