The Sales Coordinator is responsible for supporting the sales team with administrative and operational tasks. This role involves maintaining client relationships, managing correspondence, preparing reports, coordinating bookings, and assisting with sales strategies to help achieve the hotel鈥檚 revenue goals.
The person in this position must be proactive, have excellent interpersonal skills, and possess a strong understanding of the hospitality industry to provide exceptional support to both clients and internal teams.
Responsibilities
Sales Support:
- Provide administrative support to the sales team, including preparing quotes, proposals, and contracts for clients when necessary.
- Assist in the preparation and execution of sales presentations in coordination with the Marketing department and client proposals.
- Manage and follow up on leads and client inquiries to ensure timely follow-up and conversion.
- Maintain accurate and up-to-date records of sales activities, including calls, meetings, and sales reports.
Client Relationship Management:
- Assist in managing existing client relationships by providing follow-up communication and maintaining customer satisfaction.
- Respond promptly to client requests, inquiries, and bookings when required.
- Coordinate site visits, meetings, and events for prospective and existing clients when necessary.
- Monitor client feedback and escalate any concerns or issues to the Sales Manager for resolution.
Booking Coordination:
- Coordinate room blocks, group reservations, and meeting/event bookings.
- Provide support in reviewing and finalizing group billing in coordination with the Groups and Events Manager, adhering to the terms and conditions of the group contract.
- Ensure proper communication and coordination with the hotel鈥檚 operational departments (e.g., front desk, catering, housekeeping) to meet client requirements and event details.
- Ensure that booking systems are updated and accurate regarding reservations and sales activities.
Sales Reporting and Administration:
- Assist in preparing and generating regular sales reports, including performance metrics and target progress.
- Track leads, bookings, and cancellations and ensure they are entered into the property management system (PMS) or CRM software.
- Collect data for sales forecasts, market trends, and competitor analysis.
- Help organize and maintain the sales database, ensuring accurate and accessible information for the team.
Marketing and Promotion Support:
- Coordinate and support marketing initiatives and campaigns to promote the hotel鈥檚 services.
Customer Service and Communication:
- Serve as a point of contact for clients and internal departments, ensuring timely and effective communication.
- Respond to client inquiries via phone, email, or in person with excellent customer service.
- Assist in handling any client complaints or concerns and liaise with the sales team to resolve them.
Administrative Tasks:
- Schedule appointments, meetings, and follow-ups for the sales team.
- Prepare and manage travel arrangements for sales staff when necessary.
- Organize and maintain sales documentation, files, and correspondence for easy retrieval.
Other Duties:
- Perform other tasks or duties as required by the Sales Manager or Director of Sales.
- Stay up to date on the hotel鈥檚 amenities, services, and market trends to better assist clients.
- Contribute to team efforts to achieve sales goals and improve overall performance.