Summary:

As the Group Sales Coordinator, your role is essential to assisting the Director of Sales and Sales Team in coordinating group bookings and providing outstanding service to our clients. This role is instrumental in driving group revenue by assisting the team in the management of leads, contracts, group proposals, site inspections, data entry and event details while also maintaining strong client and interdepartmental communication.

 

Essential Functions and Responsibilities:

Support the sales team by reading, researching, and routing correspondence, drafting letters and documents, maintaining merge documentation, collecting and analyzing information, and initiating telecommunications and emails. Respond to client inquiries via phone, email, and in a timely and professional manner. Coordinate with internal departments (e.g. front office, housekeeping, F&B) to ensure seamless group arrivals and services. Support the sales team with trade show preparation, client entertainment, and other marketing initiatives. Review and present items requiring signatures to the Director of Sales; this includes but is not limited to sales contracts, departmental invoicing, and budget items. Complete weekly departmental forecast/production updates in a concise and timely fashion. Keep information confidential to maintain customer confidence and protect operations. Maintain office supply inventory by checking stock inventory level, anticipate needed supplies, place, and expedite orders as needed, and verify receipt of supplies. Ensure operation of equipment by completing preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques Assist Sales Managers and/or DOS with client site inspections, and when conditions warrant, give site inspections to prospective clients when necessary. Maintain departmental protocols by reviewing and communicating recommended changes as needed to the DOS. Update and enforce departmental SOP’s, provide references for users by writing and maintaining user documentation, providing help desk support, and training users. Retrieve and distribute incoming sales leads from various sources. Maintain a list of all relevant passwords and site information for lead sources. Monitor and report for bi-weekly payroll and vacation/sick time tracking. Work with accounting to help collect commission payments and group payments for sales managers and DOS. Quote room rates and terms and make management level decisions regarding customer/hotel needs as directed. Carefully review all hotel sales contacts for errors, ensure all contract terms (deposits due, rooming lists, cut off dates, etc.) are correct and all information input in Delphi matches contact terms. Input and maintain Delphi reminders for both coordinator and sales manager pertaining to group actionable items. Ensure compliance with all applicable gaming laws and company internal controls, policies and procedures, Title 31, and federal regulations, as they apply to the position. Provide outstanding guest service in a timely manner to both guests and fellow team members that meets the company’s guest service culture standards. Support the sales team by assisting with any prospecting efforts to help obtain new or repeat business. Perform other duties as assigned.