Sales Coordinator

4 days ago

Burnaby, Canada Hilton Vancouver Metrotown Full time

**JOB OVERVIEW**:To assist in the overall operation of the Sales & Catering Department. Responsible for the efficient and professional coordination of any assigned group, Banquet, meeting or reception. Assist all Sales Department in obtaining guest satisfaction by performing clerical and administrative duties relating to sales. Responsible to manage and maintain property website; coordinate social media efforts; develop internal marketing communications; coordinate e-marketing efforts.

**REPORTS TO**: Director of Sales & Marketing, Assistant Director of Catering

**ESSENTIAL JOB FUNCTIONS**:
Act as Liaison between Sales Manager(s) and clients in Sales Manager’s absence. Take booking inquiry information via phone and prepare proper paperwork. Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum and other documents. Able to create flyers and work with Excel and PowerPoint.

3. Communicate with and provide direction and supervision to team members to execute catering events

4. Follow up on special banquet event arrangements to ensure compliance.

Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller’s request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.

Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transport documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.

7. Generate banquet event orders and lead distribution

8. Responsible for the review and distribution of the contracts and deposits

9. Responsible for completing the daily reports (change logs, department schedule, and owners reports)

1. Places all office supplies orders for the department utilizing the appropriate purchase order program

2. Responsible for all the outgoing mail for the department, receives, and distributes incoming mail, packages and faxes to the department

3. Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.

4. Organize, file and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.

5. Comply with attendance rules and be available to work on a regular basis.

6. Very organized and able to multitask.

7. Advises sales staff as to ability to accommodate client demands including phone requirements, fit of available space and materials such as booths. Assist sales staff in promoting hotel, developing leads and securing re-bookings.

8. Access and input data into a computer system to generate account history reports.

9. Comply with attendance rules and be available to work on a regular basis.

10. Creates, analyzes and issues specialized and customized reports, report summaries and documents from sales systems and other collective materials to potentially include, but not limited to period sales reports, productivity tracking, definite and tentative booking records, room block/pick up management, administration, forecasts and ad hoc requests.

11. Lead administration to include but not limited to managing the distribution and disposition of incoming leads from all sources, compiling lead status information and communication with Directors/managers on disposition through reports and direct communication.

12. Facilitate the tracking and reporting of all Sales & Marketing expenditures.

13. Perform any other job related duties as assigned.

14. Solicit, secure, coordinate and respond to customer inquiries regarding the purchase of food and beverage, rental of event facilities and purchase of ancillary services from the hotel for groups and meetings.

**REQUIRED SKILLS AND ABILITIES**:
Must have the ability to communicate in English. Self-starting personality with an even disposition. Maintain a professional appearance and manner at all times. Communicate well with guests. Must be willing to “pitch-in” and help co
- workers with their job duties and be a team player. Ability to effectively deal with internal and external customers. Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error. Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads. Hotel reservations & Sales and Catering software program knowledge is helpful.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
-

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