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    Sales Coordinator - New York, United States - Rosewood Hotel Group

    Rosewood Hotel Group
    Rosewood Hotel Group New York, United States

    1 week ago

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    Description

    Job Title Sales Coordinator Education Some College Coursework Completed Location The Carlyle, A Rosewood Hotel - NY, NY 10021 US (Primary)

    Compensation Currency USD * Maintain complete knowledge of and comply with all departmental/hotel policies, service procedures and standards.

    Understand all packages/ promotions/ availability and partnerships.

    Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.

    Be able to conduct site tours of the property.

    Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly environment.

    Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc

    Answer all sales and catering telephone inquiries in a pleasant, courteous, and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.

    Maintain complete knowledge of clients requirements for in-house groups.

    Work with other departments, Sales, Finance and Operations to ensure successful handling of group and event business and timely collection of bills.

    Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint

    Process all purchase orders and special requests. Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis.

    Use Salesforce (Delphi DFC) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses, as necessary.

    Ensure that all entries in Salesforce (Delphi DFC) are accurate including setting up a file trace system for each booking.

    Weekly update GRC for scheduled meeting.

    Run resume and pre-con meetings with clients and hotel in conjunction with Operations and Sales Managers as required.

    Build and maintain Group Blocks in OPERA - load notes and traces into PMS for all group guests.

    Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.

    Assist with all guest preferences and arrangements prior to arrival.

    Pre-arrival communication with guests to ensure we are fully prepared for their arrival.

    Retrieve and organize BEOs according to departmental standards; make note of changes as received from Catering and post function sheets for the next 7 days.

    Prepare BEOs and distribute to F&B team

    Issue weekly 30-day future catering reports

    Conduct weekly BEO meetings with F&B Team, MD, and Front Office

    Medical, dental, vision and retirement benefits

    Paid holidays

    We encourage personal and professional growth. Continue the Rosewood Journey through global talent development opportunities.

    Job Requirements ***Qualifications***

    **Experience:** Preferred 1-2 years operational or administrative experience for a luxury or ultra-luxury hotel/resort. Preferred work experience to be in the Sales and Catering.

    **Education:** High school diploma or equivalent education required. Bachelors Degree or an equivalent degree in Hotel Management preferred.

    **General Skills:** Must be able to perform job functions with attention to detail, speed, and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guests service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

    **Technical Skills:** Advanced math skills; ability to produce complex reports using room data and Microsoft Excel. Knowledge of accommodating room capacities; knowledge of all styles of room set-ups, standard equipment involved and proper handling of such; knowledge of organizing set-up requirements from information on Resumes and BEOs; knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces; familiarity with cost controls; ability to ascertain departmental training needs and provide such training; ability to direct performance of staff and follow up with corrections when needed.

    **Language:** Required to speak, read, and write English, with fluency in other languages preferred.

    **Physical Requirements**: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

    **Systems Knowledge**: Previous Opera and Salesforce (Delphi DFC) systems experience is preferred. Proficient with Windows Office, Excel, Outlook, Powerpoint, Publisher. Ability to trouble shoot reservations and systems issues.

    **Schedule**: Flexible availability is required for this position to include days, evenings, weekends, and holidays.

    EEO-1 Code: 570

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