Sales Coordinator

Sales CoordinatorLoews Hotels & Co has ventured into Kansas City, MO with the new Loews Kansas City Hotel. The 800-room hotel features 60,000 square feet of meeting & function space, with a sky bridge connecting to the 800,000 square foot Kansas City Convention Center. The hotel marks the first hotel catering to groups & meetings to open in more than 20 years in Kansas City. Two signature restaurants, a Grab & Go bakery and a rooftop lounge will round out this all glass, 24 story hotel, which stands out on the citys skyline. Loews Kansas City is located at the cornerstone of an already vibrant and continuously growing downtown Kansas City.Job SpecificCoordinate sales processes and customer relations for DOSM and other managers as requiredAnswer telephones within Loews Star Service guidelines. Never answer with "hold please". Always allow caller to speak first, if necessary to put him/her on hold.Maintain an orderly system to ensure the delivery of all messages to office staffPrioritize work on a daily basisBe pleasant and helpful with internal and external clientsAccurately type correspondence including memos, forms, contracts, and letters as neededInput account, booking and profile information into the DMPE system within the designated time frame and adhere to all guidelines as set forth in the Delphi Procedures and StandardsRun future availability reports each day and distributes to sales teamMake travel arrangements for his/her Manager including airline, hotel, car rental, cash advances and registration for conventions attendingWhen receiving a lead, ask for all pertinent information. Use client's last name during conversation. Give client name of sales manager that will be returning phone call. Always thank the caller for callingSet-up and maintain files in a neat and orderly manner adhering to the prescribed format (i.e. Left side: contract; Right side: booking recap, original notes or inquiry form, parking memo, detailed reservation listing, rooming list and changes to list, correspondence, amenity requests, credit information on bottom)Assist with return phone calls. Help clients with details on upcoming groups. Make every effort to resolve requests on the first call.Make reservations and take care of amenities for Managers. Follow-up by double-checking all VIP reservations and amenities. Call the Reservations Department and have the VIP rooms pre-assigned. Call Room Service to see that they have amenity request. Notify Manager of room assignment and status of amenityEnsure that personal note accompanies all amenitiesAssist with special project tasks, including mailings, sales blitz lists and other sales related activitiesPrepare contracts for Sales Managers; merge, alter and distribute for a tentative bookingAssemble proposals and regret correspondence for Sales ManagersCreate reader files for Sales Managers and prepare them for monthly review by the Director of SalesProduce V.I.P reservations for the Reservations Department, and follow up to ensure the guest will be accommodated upon arrivalAssist in training new Sales Assistants on how the Sales Department and the hotel operate to accommodate clients/guest and their daily responsibilities to the Sales ManagerCreate Post Convention Reports, merge corresponding thank you lettersAssist other Sales managers with contracts, proposals and letters, when these situations ariseTo develop working relationships with hotel department heads and operational areasExecute administrative needs for special projects and eventsProof-read all correspondence for accuracy and readabilitySupportive Functions and ResponsibilitiesRespect guidelines of confidentiality and code of ethics in all company areasRepresent Loews Hotels in a professional manner at all timesPromotes and applies teamwork skills at all timesNotifies appropriate individual promptly and fully of problems and/or unusual matters of significanceIs polite, friendly, and helpful to guests, management and fellow employeesExecutes emergency procedures in accordance with hotel standardsComplies with required safety regulations and proceduresAttends appropriate hotel meetings and training sessionsMaintains cleanliness and excellent condition of equipment and work areaComplies with hotel standards, policies and rulesRecycles whenever possibleRemains current with hotel information and changesComplies with hotel uniform and grooming standardsQualificationsProficient in Microsoft Word, Excel, Opera, and DelphiExcellent communication, organization, written and guest relations skillsAble to work a flexible schedule, including weekends and holidaysMust be able to provide outstanding customer service to internal and external guestsEducation:Minimum two years office experience, preferably in a sales environment