Sales Coordinator
Job Summary: Finalizes, plans, and coordinates group events as well as coordinates groups sold by the sales team and ensures contractual obligations are met by collecting payments, posting deposits, completing contracts, detailing client food, beverage, audio-visual and meeting room set up needs and guest room commitments.
Sales Coordinator Essential Duties and Responsibilities include the following; however, other duties may be assigned:
§ Provides site tours and detail meetings with clients as needed.
§ Details food, beverage, meeting room, and guest room needs of groups.
§ Ensures contractual agreement is met by the client and POL.
§ Once contract is received:
o Verifies client information in CRM.
o Creates client folder to include signed contract and billing authorization.
o Calls client and introduces self as their new point of contact.
o Traces future prepayments and ensures pre-invoices are sent and deposits collected.
o Traces file for rooms cut off dates.
o Keeps client informed of all deadlines.
§ Develops Banquet Event Orders (BEOs).
o Details events for client for food, beverage and set up information.
o Ensures minimum amount of food and beverage contracted is actualized.
o Creates diagrams.
§ Creates Resumes.
o Details group needs on the “Resume” and distributes to property.
§ Retires Client Folders per established protocols.
§ Establishes client for either direct bill approval or pay in advance and obtain prepayments.
§ Ensures proof of tax-exempt status is filled with accounting.
§ Attends weekly ops meetings, sales meetings, and BEO meetings, if needed.
§ Ensures collateral, menus and packages are updated for electronic and print distribution.
§ Updates menus in CRM and check room blocks in PMS.
§ Manages social media accounts as directed.
§ Runs daily, weekly, and monthly sales reports.
§ Helps provide first class service and experience to guests.
§ Promotes a positive and professional atmosphere.
§ Actively and immediately reports suspected theft, fraud, or falsifications to management.
§ Ensures compliance with Employee Handbook and Company policies and procedures.
§ Reports injuries with accuracy in a timely manner to Management.
§ Dresses professionally in accordance with company dress code and area uniform requirements.
§ Answers telephones promptly, receives messages, and accurately relays messages.
§ Maintains knowledge of POSTOAK services and amenities; provides resources on area shopping, dining, and entertainment.
§ Learns and masters the phone system, CRM program, PMS and POS Systems and other technology and software needs as required.
§ Develops a thorough knowledge of lodge staff, room locations, types, and amenities.
§ Follows instructions and responds to management direction.
§ Writes and receives accurate payments. Processes payments according to Point of Sale System.
§ Maintains cleanliness and organization of assigned areas. Removes trash regularly and safely.
§ Develops and maintains a working knowledge of the Employee Handbook.
§ Actively and immediately reports suspected theft, fraud, or falsifications to management.
§ Ability to perform all job functions and responsibilities.
§ Assists in other tasks, duties, or projects as assigned by management.