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sales coordinator - Williamsburg, United States - Colonial Williamsburg Company
Description
** SALES COORDINATOR**
**Job Category****:** SALES & SERVICES **Requisition Number****:** SALES001601 Showing 1 location **Job Details**
**Description**
**Summary/Objective:**
Providing administrative support in a team-based environment in the Hotel Sales department. Responsibilities include but are not limited to: Outlook calendar maintenance, copy, file, fax, answer telephones, preparation of contracts, check requests, expense reports, letters, memos, presentations, proposals, quotes, travel arrangements/itineraries and other miscellaneous correspondence and reports. Provide administrative support to 2-3 managers and coverage for other Conference Coordinators as required due to staffing levels. Perform other administrative duties as assigned.
**Essential Functions:**
Provide timely follow-up to include telephone, email, etc. expressing departmental views based on knowledge of supervisors realm of responsibilities to ensure seamless Guest Service.
Answer phones and gather information on incoming sales leads. Assist clients/guests with inquiries to booking a conference with Colonial Williamsburg Hotels and answer any questions where possible.
Serves as primary reference source on assigned area or subject and analyzes and resolves a variety of work related challenges; provides manager(s) with needed administrative assistance in the daily departmental operations.
Assist Conference Sales and Service Managers with correspondence involving sales contracts, proposals, VIP site alert forms and other forms/reports as necessary. Coordinate with other departments to reserve Historic Area resources, golf, spa, dining, etc.; assist with preparing collateral for tradeshows/conferences/sales trips. Prepare Banquet Event Orders and Resume/Agendas as needed. Prepare welcome amenities for group PICs.
Assists with preparation and execution of customer events both on and off site.
Set up and maintain filing system, including correspondence, accounting reports, sales/services accounts, solicitation files, trace files, and group histories.
Maintains follow-up procedures of all pending matters such as trace files; updating golf, tavern and other dining, spa reservations and revolutionary events; return and track confidential materials, etc.
Research information from a wide variety of sources for use by others in answering correspondence, preparing reports, conducting meetings, etc.; prepares special summarizations and compilations as required.
Ensure accuracy of all correspondence to include typing, grammar, punctuation, syntax and spelling without guidance of a manager, as required.
Exercise discretion, independent judgment and knowledge of foundation procedures in the day-to-day performance of regular duties.
Assists with ensuring office follows the PCI compliance policies as set forth by accounting department.
Takes initiative to assist in overcoming internal and external procedural challenges by offering solutions that ultimately lead to client satisfaction.
**Supervision Received:**
Reports directly to Director of Sales. Under general direction from all sales managers, specific direction in unique circumstances.
**Position Type**
**Regular/FT 40 Hours Per Week**
**Required and Preferred Education and Experience:**
Required:
1-2 years of administrative or hotel operations experience (ie: front desk, food and beverage, conference services, concierge, etc.).
Demonstrated computer proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and other software applications used by CWC-HG as required.
Preferred:
Computer experience with Opera; OpenTable (dining reservations); Ticketing/Historic Area Event software (currently BOS)
Two or Four year college degree
**Qualifications:**
Demonstrated strong verbal and written communication skills, including proper grammar usage.
Excellent proficiency in proofreading.
Demonstrated self-starter with strong organizational skills including attention to detail and follow-through.
Demonstrated strong Guest service and telephone etiquette skills
Demonstrated problem solving and decision-making skills.
Demonstrated ability to prioritize and handle multiple projects.
Ability to consistently work a 40 hour week, Monday through Friday.
Ability to work in a team-environment as well as independently; establish and maintain effective work relationships; interact effectively with others; adapt to changing work priorities; understand and follow instructions.
Ability to handle large volume of incoming client telephone calls.
Flexible team player with strong interpersonal skills and a positive, professional attitude and appearance.
**Other Duties:** Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
**Qualifications**
**Skills**
**Behaviors**
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**Motivations**
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**Education**
**Experience**
**Licenses & Certifications**
