Sales Coordinator Details

Sales Coordinator

DoubleTree by Hilton- Nashville Downtown - Nashville, TN

Employment Type : Full-Time

Responsibilities and Duties:

• Takes booking inquiry information via phone and prepares proper paperwork.
• Enters data, (operates various word processing and other software packages) to produce correspondence, forms, memoranda and other documents. Understands written and verbal instructions.
• Answers telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercises decision making skills to direct callers' requests. Accurately records messages for staff and distributes the written messages to the staff members' office in a timely manner.
• Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transports printed documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building.
• Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department operation. Organizes items alphabetically and numerically.
• Distributes outgoing and inter-office mail and documentation throughout hotel.
• Answers telephones for other individuals within department during their absence from the office.
• Performs other related duties as assigned.

Specific Job Knowledge and Skills:

• Basic secretarial knowledge such as business letter formats and telephone etiquette.
• Excellent telephone skills and manners; ability to interact with fellow employees and clients of the hotel, both via phone and in person.
• Ability to read, write, and speak using excellent grammar and communication skills.
• Ability to input data into a computer.

Other Expectations:

• Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.
• Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. This includes nights, weekends and/or holidays.
• All employees must maintain a neat, clean and well-groomed appearance (specific standards available).
• Employee is always required to take on the responsibility and wear appropriate Personal Protective Equipment (PPE) as determined by position and duties.
• Complies with health and safety rules, regulations and procedures to maintain a safe environment.

Hotel Specific:

• Responsible for the Hotel Mail
• Responsible for recording and processing payment that comes through the mail
• Run and distribute Catering materials such as Banquet Event Order Packs, Resumes, BEOs, etc.
• Creating labels, signage, materials for groups as needed
• Audit daily F&B inputs
• Updating and maintaining the hotel commission site
• Work side by side with Sales Managers on site visits to include inspecting rooms, getting gifts, putting materials together
• Create BEOs and Diagrams as needed
• Maintain client pick up and distribute rooming list
• Send and record Meeting Planning Surveys
• Assist with in house groups as needed
• Will be responsible for all VIP Guests
• Work with the DOSM on BT clients

Working Conditions:

Physical Demands:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

Education:

Any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge of skills and abilities.

Experience:

No experience necessary

Hotel experience preferred.

One to two years of administration support preferred.

Licenses or certificates: N/A

Grooming:

All employees must maintain a neat, clean and well-groomed appearance (specific standards available).

NOTE: While the list of essential duties is intended to be as inclusive as possible, there may be other duties that are essential to the position.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)