Sales and Administration Coordinator

4 days ago

Vaughan, Canada Silver Hotel Group Full time

The **Sales & Administration Coordinator** assists both the General Manager and Director of Sales in managing accounts payable on property, group reservations, meetings and catering and assisting the Front Office as required.
- In addition to the core job requirements, skill sets and work-related experience; the _**Sales and Administration Coordinator** _will illustrate the ability and passion to: _
- Drive the corporate culture, personifying it in daily interactions with both guests and team members.
- Be an engaging leader who is highly inclusive, inspiring and able to relate to all levels.
- Create a fun and supportive working environment where team members aspire to do what is right and are given the empowerment to execute.
Key Responsibilities

**_Administration (Managed by General Manager)_**
- Assists managing, tracking and preparing invoices for accounts payable
- Responsible for cash-handling functions for the hotel and reconciling all cash dropped at the front desk.
- Posts city ledger payments in property management system, reconcile and bill all city ledger accounts.
- Performs follow-up billing and credit collection documentation and informs General Manager of any potential uncollected accounts.
- Reconciles credit card back-up to General Cashier Summary and informs Accounting Manager of any discrepancies.
- Reconciles bank statements.
- Reviews all ledger details: guest, city and deposit ledgers to validate proper payment and revenue posting.
- Sets up new accounts in accordance with established credit policy.
- Assists in reconciling open account status items.
- Inputs and maintains General Cashier Summary.
- Assists with departmental monthly audits of inventories / enter final inventory totals into spreadsheet.
- Assist with the Front Desk as required during Dept Meetings, including covering shifts when there are vacant Guest Service Agent positions (On request by the General Manager).
- Assisting with F&B (orders, & Inventories)
- Assist the General Manager in supporting SHG & HR initiatives and Social Events
- Attends meetings as directed and takes minutes as required.
- Receives, Opens & Distributes all departmental mail, and performs general office duties.
- Any other job-related duties as and when assigned by the General Manager

**_Sales (Managed by Director of Sales)_**
- Provide assistance for both internal and external customers in the group market
- Promote brand/SHG awareness to maximize revenue and maintain guest loyalty
- Process all leads in a timely manner.
- Conduct creative site inspections customized to the needs of the client.
- Prepare Banquet Event Orders, where there is no Catering Sales Manager.
- Servicing of meeting space
- Post meeting room charges in Lightspeed
- Prepare invoices for meetings and groups with master billing, process payments and send invoice to clients
- Prepares proposals and contracts as required by the department within a guaranteed 24-hour period.
- Input actualized numbers and revenue in Delphi
- Submit pick-up reports to travel agencies for commissions invoices
- Post group and meeting points within 7 days of group departure for DOS approval
- Input any additional leads in Delphi as directed by DOS
- Complete meeting sustainability reporting for meeting room
- Follows up on prospect bookings as directed.
- Assist in making/changing reservations, checking availability, blocking rooms and quoting rates.
- Inputting rooming list for group blocks
- Creating blocks in Lightspeed, inputting booking/lead in Delphi and SFAWeb
- Creating online booking links for groups
- Follow-up on definite groups and monitor pick-up and releasing of inventory on cut-off date
- Prepares and participates in tradeshows, conventions and promotional events as requested by the DOS
- Maintains an inventory of supplies and collateral.
- Live the corporate culture, personifying it in daily interactions with both guests and team members;
- Be an engaging team member who is highly inclusive, inspiring and able to relate to all levels;
- Participate in a fun and supportive working environment where team members aspire to do what is right and are given the empowerment to execute.

Environmental Factors
- May be required to work varying shifts as needed dependant on functions with the Hotel (morning, afternoon, evening, weekends and holidays);
- Working in a shared office space;
- Attendance at regular meetings with various Hotel teams;
- Some lifting (up to 30 lbs), on occasion;
- A fast paced and ever-evolving industry with high demands to perform;
- Swift strategic thinking while under pressure to execute project strategies;
- Continual use of manual dexterity and gross motor skills with frequent use of bi-manual dexterity and fine motor skills.

**Requirements**:

- Minimum 2 years experience in Hotel Administration or as a sales coordinator, would be an asset;
- Education in Hospitality Management or Business related field, a definite asset;
- Strong computer skills, with kn

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