Sales & Administrative Coordinator

Sales & Administrative Coordinator

Requirements

• Professional appearance
• Professional verbal communication skills
• Possess strong English composition for correspondence and reporting
• Possess high level of attention to detail
• Highly proficient in Word, Excel, PowerPoint, knowledge of Opera, OSC a plus
• Work 40 hour work week on a consistent basis
• Ability to effectively present information and respond to questions from groups of managers, employees and vendors
• Ability to apply concepts such as fractions, percentages, ratios and proportions to practical situations
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions and percentages
• Absolute Quality Detailed Service Ethic
• Well rounded troubleshooting and problem solving techniques
• Multi-event prioritization skills
• Strong interpersonal staff relations
• Ability to define problems collects data, establish facts and draw valid conclusions
• Two years experience

Responsibilities

• Respond to inquiries, quote rates, manage comp requests, or travel agent discounts by phone and email process accordingly
• Create detailed reservations in our Property Management System and send confirmations to clients and Agents
• Make VIP site visit reservations with a high level of detail to include room block, amenity, client profile, preview room on day of arrival and distribute corresponding site alerts as directed by each team member
• Conduct site inspections on behalf of Sales and Marketing Managers, as needed
• Perform Travel Agent / Consortia / Wholesaler amenity processing
• Making reservations, noting the proper routing for billing on each reservation and for the group and entering rooming lists
• Handle requests for third party billing, commission inquiries, and proformas
• Make all Sales entertainment meal reservations and S & P form given to the restaurant
• Book / arrange Media stays, assists with site tours, liaison to depts for packages booked and activations created
• Prepare and update media/VIP site alerts profiles and calendars alerting the property team when necessary
• Organize all pre-arrival details of FAM Trips and execute FAM Resume as directed by each team member
• Manage all sales collateral inventory and client gift items. Notify DOSM when inventory needs replenishing
• Assist with providing property tours as necessary for media guests, VIP guests, etc oversee special amenities, agenda preparation, reservation and detailing for press trips, Belmond Executives visits, etc
• Liaise with the PR team and Marketing & Communications Manager regarding reservation details
• Assist Marketing with planning and internal coordination of photo shoots
• Inform and communicate with all internal departments when executing an internal event
• Assist with creating new and updating existing promotional materials/collateral by working with 3rd party graphic design agencies and approve all pieces with the Marketing manager
• Assist Marketing with updating F&B outlet menus
• In charge of updating all 3rd party website listings of our F&B menus through Single Platform
• Assist with reordering/ordering new and already updated collateral
• Work with the marketing team to coordinate day to day activities that lead to the completion of projects and tasks
• Processing invoices in Workday and to the accounting team
• Follow-up on outstanding invoices for program participation and suppliers, code properly, and process in Workday
• Ensure that all invoices are paid on time
• Attend meetings and take notes, as necessary
• Assist the General Manager and Director of Sales and Marketing with projects
• Assist in sending emails and mailing letters
• Keep Sales and Executive office clean, orderly and all supplies in stock
• Maintain and keep updated an accurate Sales Production Report
• Assist in communicating with clients in response to questions or to provide clarification on on-going projects
• Provide property tours as necessary for all team members, representing the property professionally and accurately
• Prepare donation and service recovery certificates
• Build new reservations for guests
• Upon request provide guest relations room coordination and travel arrangements for clients of the sales team
• Check function space availability and enter group bookings, updating status in Opera as directed by each team member and drafting group contracts
• Support Catering Sales Team and Conference / Event Planning Team in performing site visits and/or attending tastings
• Assist Catering Sales Team and Conference / Event Planning Team with any needs they may have
• Remind client of rooming list and deposit due dates in tandem with Conf Planning
• Assist in calculating attrition, alongside conference planning
• Assist in setting a communication schedule to clients for OTB pieces of business for the planning team to perform, in tandem with Conference Planning
• Match the OSC Opportunity ID to the booking you create in Opera
• Log property activities into the account in OSC so that the BCO has a current update on the account
• Generate/execute BCO contracts and addendums and email to clients
• Check function space for BCO and all sellers
• Block function space and guest rooms in Opera for BCO and all sellers
• Add attendee reservations into Opera from group rooming lists and set up routing according to the contract terms
• Once a group contract is executed, send a secure deposit link and post/charge deposit(s) in PMS
• Manage cut-off dates in tandem with our Catering Event Manager
• Trace out and charge all subsequent deposits in PMS
• Monitor group pickup reports and follow up with clients when group is approaching cutoff date and has additional rooms in block that have not been picked up
• If additional Group rooms requested, work with Revenue Management on approval of additional rooms and add then into the block in Opera, if approved at the appropriate rate
• Ensure Opera and OSC are aligned
• Actualize traveled group blocks in Opera
• Ensure Opera matches contracted block/rates in total and by room type
• Use utilities and resources in a responsible manner to control waste
• Communicate relevant information to the department, your line manager and across departments, as appropriate
• Comply with safe working practices, Health and Safety policy and ensure accidents/defects are reported immediately
• Attend learning and development courses and complete eLearning modules, as required
• Demonstrate and be a role model of Belmond’s core values of Care, Confidence, Curiosity and Community

Preferred Qualifications

• Luxury hotel experience
• Multi-tasking Administrative Experience