Sales and Events Coordinator at Hotel Saint Augustine

A Sales and Events Coordinator will excel in contacting potential customers to develop & generate business, support responding to all leads for business in a timely manner, coordinate activities for bookings, and organize sales activities to maximize results. This position assists the Director of Sales and Event Sales Manager to develop, implement, promote and follow through on actions and activities to increase business revenues.

A Sales and Events Coordinator must have the ability to resolve conflict and a thorough understanding of Bunkhouse policies. Furthermore, a Sales and Events Coordinator must develop and maintain the company’s culture, values and reputation in the public eye, and with all staff, guests, vendors and partners. 

·       Serve as the departmental liaison between sales, catering and all other hotel departments.

·       Thoughtful and thorough customer service on the phone, over email and in person.

·       Assist Sales and Catering department with phone inquiries and lead forms; assist guests with questions, changes and special requests.

·       Ensure no leads are abandoned and all calls are returned within four hours and requests are communicated to appropriate departments.

·       Assist with VIP stays from reservation requests and preparation, to VIP amenities and thank you notes.

·       Run weekly sales and catering reports.

·       Data entry in management systems; create and follow new procedures for tracking and managing client and guest stays.

·       Daily checks of all arrival reservations to ensure information is added accurately and all departments are aware of relevant requests.

·       Detailed checks of all weekly arrivals daily using customized arrivals report searching for any possible VIP guests, checking all listed requests for accuracy.

·       Communicate with Director of Sales and front desk on status of group information.

·       Maintain complete knowledge at all times of: All hotel features/services, hours of operation, room types, numbers, layout, décor, appointments and location, room rates, special packages and promotions.

·       Assist accounting on follow-up for outstanding receivables for groups past due.

·       Observe local social scene and make recommendations to DOS on trends; including staying up to date on competitor activity

• Demonstrate working knowledge of Bunkhouse operational standards
• Plan personal work schedule, prioritizing work tasks and responsibilities
• Respond to contacts for hotel information in a business-like and timely manner
• Participate in meetings, sales blitzes, and brainstorming opportunities to increase sales results for venue
• Utilizes office systems consistently to maintain accurate, up to date information for all business contacts 
• Prepare and distribute internal/external correspondence, contracts, BEO’s, group resumes, rooming lists, event schedules, and other documents in an accurate and timely manner
• Responsible for securing completed distribution of group credit information, and accurate adherence to event billing procedures
• Maintain trace dates for contact follow-up and all actions necessary for group bookings and appreciations
• Distribute information to all Departments regarding needs and requirements of groups, meetings and events taking place on the property

·       Maintain a high level of cleanliness and safety in the work area

·       Maintain an increased awareness of safety issues throughout the property

·       Keep abreast of safety and emergency procedures and OSHA requirements