Sales Coordinator

The Holiday Inn Express & Suites is a 96 room fast paced, high volume property with lots of meeting space. We strive to foster a strong service culture and team environment so that the needs of our guests and associates are met in equal measure.

We are currently seeking a dynamic Sales Coordinator to join our Team.

We pride ourselves in achieving excellent results for our owners and in providing exceptional service to our guests and clients. 

We offer a competitive salary and incentive package along with a full suite of benefits, a focus on work life balance, as well as employee travel discount program within all IHG branded hotels.

 Job Summary

Under the direction and supervision of the Area Director of Sales, is responsible for supporting the operation of the Sales and Catering via file follow up, data maintenance, clerical and reception duties, and social media as required.  

Primary Responsibilities

• Is the primary contact for all Tour Series.  Makes the bookings, prepares the contracts, compiles the information to be communicated to the Operations Team, verifies all invoice charges and meet/greets the tours.
• Maintains and updates key sales/catering programs, procedures, reports and services.
• Participates in monthly sales and catering strategy sessions by providing input, taking minutes, updating action plans and distributing.
• Maintains and adheres to Function Space Booking guidelines, Critical Path and Group Booking Approval process in order to book business in the best interests of the hotel.  Ensure sales/catering agreements entered into with the hotel and the client are in keeping with Sales Operating Procedures, hotel policies and Company Account standards.
• Verifies all banquet charges daily and communicates with departments if there are errors.
• Maintains lost business, cancellation and lead/referral files by distributing to sales manager.
• Conducts hotel tours and services clients within the company and property policies.
• Supports sales and catering team in obtaining contract confirmation/signatures.
• Preparation, sending and distribution of catering/sales contracts, when needed.
• Ensures that current and prospective databases are maintained, current and accessible.
• Ensures that all sales and catering contracts entered into by the sales and catering department with clients are communicated to other hotel departments.  
• Works closely with the Front Desk, BBAR, Housekeeping and other required departments to completely satisfy the requirements of the booking parties.
• Assists and supports the Area Director of Sales and the on-property team with any initiatives required to ensure the ongoing success of the hotel.
• Assists other office staff during periods of absence and down time.
• Responds quickly to guest requests in a friendly manner.  Follows up to ensure guest satisfaction.
• Provides a professional image at all times through appearance and dress.
• Follows company policies and procedures. 

Health and Safety

• Follow safe work procedures as per hotel policy and procedures, including the use of personal protective equipment.
• Know and comply with all Occupational Health & Safety regulations, as per the Occupational Health and Safety Act and Ministry of Labour.
• Report all injuries or illnesses to a supervisor or manager immediately.
• Participate in Joint Health and Safety Committee by bringing health and safety concerns or issues to the attention of the committee 

Relationships

Internal: Regional Sales & Revenue Team – effectively communicate information

Hotel employees - to communicate client needs in regard to sales or catering contracts. 

External: Clients, Visitors:  Greets and ascertains nature of business and leads them to proper employee or banquet room. 

Minimum Qualifications and Skills

Education/ Experience: High School diploma or equivalent.  Three to six months experience and/or training is preferred. Special consideration will be given to those who exhibit exemplary performance. 

Skills: 

Computer aptitude.

Attention to detail.

Planning and organizational ability.

Interpersonal skills.

Written and oral communication skills. 

Working Conditions:

Normal business hours are Monday to Friday, 8:30am – 5:00pm.  

May sometimes be required to work evenings, weekends, and/or extra time if business levels demand 

Physical Effort

• Performs computer work daily. 

Working Environment 

• Able to thrive and enjoy a multi task environment of dynamic deadlines and multiple priorities 
• Frequent handling of queries and calls from guests, potential customers, and other internal stakeholders  

Type of Supervision Required

Reports to the Area Director of Sales and works under minimal to no supervision.   

Attention to detail is essential.  Communication skills must be honed in order for all written information to be legible as this information is read by many staff members.