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Sales Coordinator

In Florida United States

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Sales Coordinator   

JOB TITLE:

Sales Coordinator

JOB TYPE:

Full-time

JOB LOCATION:

Marco Island Florida United States

JOB DESCRIPTION:

Hilton Marco Island Resort and Spa is seeking a dynamic Sales Coordinator to work with the best Sales team on Marco Island! Join our team and receive travel discounts, benefit package, no waiting periods for PTO, and more.

POSITION PURPOSE:

To provide administrative sales, marketing and events support to the Hilton Marco Island Beach Resort & Spa Sales and Events Team.


ESSENTIAL FUNCTIONS:

  • Answers telephone and takes messages, qualifies inbound leads and assigns to the relevant sales and events manager.
    Utilizes Delphi and Meeting Broker in order to assign leads.
  • Distribute definite bookings and administer the turnover process of Hilton group bookings.
    Administers contracts by turning definite and updates Delphi booking and distributes the contracts to other hotel departments.
    Updates MARS and Free Sale dates simultaneously
  • Administers the purchase order, invoice processing in the department, as well as, manages the checkbook with the collaboration of the Director of Sales & Marketing.
    Ensures all invoices are submitted by the end each month to accounting to be paid on a timely basis.
  • Maintains sales office inventory of supplies, postage, stationary, print toners, copy machine, equipment and brochures
  • Distribute weekly sales office schedule, inquiry report and pick up report
  • Distributes the appropriate documentation (provided by sales and/or conference services manager) to VendorSetUp@olshanproperties.
    com in order to setup all new preferred vendors
  • Assists DOSM in administration of hotel sales goals and budgets in Delphi.
  • Maintain all files on the sales and event G drive with updated information, i.
    e.
    current pricing, food and beverage menus, AV Pricing, brochures and photography
  • Maintains up to date information on Hilton.
    com and Vanity websites through the partnership with
  • Hilton Ecommerce team and Lodging Interactive
  • Facilitate the completion of all collateral keep presentations up to date and prepare team members for tradeshows by coordinating giveaways and other needs as requested
  • Coordinates the agenda and calendar for the monthly Ideation Meeting as well as distributes meeting minutes in a timely manner.
  • Coordinates social media calendar between Commingle and other departments on a monthly basis.
    Is the liaison for any tickets from live chats that come from the website and other departments.
  • Coordinates the monthly social media calendar on a timely basis between Commingle and other departments on a monthly basis
  • Responsible for coordinating all signage when required, advertising creative and placing ads in local and national trades
  • Keep all third party websites current, such as; CVENT, Wedding Wire, The Knot, but limited to
  • these sites.
  • Complete monthly sales department report with the input of the team in order to be utilized in monthly sales meetings, monthly reporting in Profitsword and monthly P&L meetings
  • Key Administrator for Delphi in troubleshooting, maintenance, report generation,
  • training and support for the sales managers.
  • Prepares and distributes all property visits to include; discovery visits and media visits.
    Assists managers with any logistics associated with these visits; i.
    e.
    airport transfers, hotel or restaurant reservations, amenities, etc.
    Ensures show rooms are set up through the front desk and housekeeping each day and inspected at the beginning of the day.
  • Attend sales meeting morning line ups and communicate any outstanding items or support needed for the upcoming day
  • Support on an occasional basis any marketing materials requested by food and beverage or The Spa and this support should be directed through the DOSM.
  • Create new files for turnover incl.
    sales recap, contract, emails, and checklist and daily events (before a file is turned over to the CSM all items under the Receipt of Contract/Preparation of File must be reviewed for accuracy)
  • Responsible for all visuals on the Four Winds Readerboards system as well as daily meetings on the signage
  • Ensure HHonors points are distributed to appropriate contacts after the group departs as well as ESS surveys are sent out to the appropriate contacts for every group
  • Create/ Distribute Daily events to staff
  • Manage the BEO and Resume books, as well as, block all space and distribute BEOs for in-house meetings
  • Creates and distributes all Amenity Cards for each group as assigned by CSM
  • Enter all master account #s for each group in Delphi
  • Prepare POGs for all call in groups and send welcome letter out to the meeting planners once group turns definite
  • Assist as needed with creating breakfast vouchers and coupons
  • Assist event managers in preparing for pre-convention meetings when needed
  • Assist with all in-house meetings when needed (blocking space, create and distribute banquet event orders)
  • Send thank you letters to group and event contacts once they depart on behalf of the manager and resort
  • Files all completed catering and group files once group booking is reconciled (organization of all sales and catering filing cabinet(s) as needed)


Other:

Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel including holidays and weekends.

All employees are required to comply fully with the rules and standards set forth by Hilton Marco Island Beach Resort & Spa, Olshan Properties and Hilton Hotels Corporation.


SUPPORTIVE FUNCTIONS:

In addition to performance of the essential functions, this position may be required to perform a combination of supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel.
Due to the nature of supporting multiple areas within the department and multiple managers it is recommended that a priority system be implemented based on a consensus of the coordinator and all managers.
This system should be evaluated quarterly and adjusted based on the business needs within the department.

Experience:

  • Minimum 3 years administrative experience.
  • Prefer 1 year experience as Office Manager.
    Previous hotel experience preferred.

Position Details

POSTED:

EMPLOYMENT:

Full-time

SALARY:

49800 per year

SNAPRECRUIT ID:

S-1707245291-4bd490211bd0dcc74dfeb9c847646e48

LOCATION:

Florida United States

CITY:

Marco Island

Job Origin:

jpick2

A job sourcing event
In Dallas Fort Worth
Aug 19, 2017 9am-6pm
All job seekers welcome!

Sales Coordinator    Apply

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Hilton Marco Island Resort and Spa is seeking a dynamic Sales Coordinator to work with the best Sales team on Marco Island! Join our team and receive travel discounts, benefit package, no waiting periods for PTO, and more.

POSITION PURPOSE:

To provide administrative sales, marketing and events support to the Hilton Marco Island Beach Resort & Spa Sales and Events Team.


ESSENTIAL FUNCTIONS:

  • Answers telephone and takes messages, qualifies inbound leads and assigns to the relevant sales and events manager. Utilizes Delphi and Meeting Broker in order to assign leads.
  • Distribute definite bookings and administer the turnover process of Hilton group bookings. Administers contracts by turning definite and updates Delphi booking and distributes the contracts to other hotel departments. Updates MARS and Free Sale dates simultaneously
  • Administers the purchase order, invoice processing in the department, as well as, manages the checkbook with the collaboration of the Director of Sales & Marketing. Ensures all invoices are submitted by the end each month to accounting to be paid on a timely basis.
  • Maintains sales office inventory of supplies, postage, stationary, print toners, copy machine, equipment and brochures
  • Distribute weekly sales office schedule, inquiry report and pick up report
  • Distributes the appropriate documentation (provided by sales and/or conference services manager) to VendorSetUp@olshanproperties.com in order to setup all new preferred vendors
  • Assists DOSM in administration of hotel sales goals and budgets in Delphi.
  • Maintain all files on the sales and event G drive with updated information, i.e. current pricing, food and beverage menus, AV Pricing, brochures and photography
  • Maintains up to date information on Hilton.com and Vanity websites through the partnership with
  • Hilton Ecommerce team and Lodging Interactive
  • Facilitate the completion of all collateral keep presentations up to date and prepare team members for tradeshows by coordinating giveaways and other needs as requested
  • Coordinates the agenda and calendar for the monthly Ideation Meeting as well as distributes meeting minutes in a timely manner.
  • Coordinates social media calendar between Commingle and other departments on a monthly basis. Is the liaison for any tickets from live chats that come from the website and other departments.
  • Coordinates the monthly social media calendar on a timely basis between Commingle and other departments on a monthly basis
  • Responsible for coordinating all signage when required, advertising creative and placing ads in local and national trades
  • Keep all third party websites current, such as; CVENT, Wedding Wire, The Knot, but limited to
  • these sites.
  • Complete monthly sales department report with the input of the team in order to be utilized in monthly sales meetings, monthly reporting in Profitsword and monthly P&L meetings
  • Key Administrator for Delphi in troubleshooting, maintenance, report generation,
  • training and support for the sales managers.
  • Prepares and distributes all property visits to include; discovery visits and media visits. Assists managers with any logistics associated with these visits; i.e. airport transfers, hotel or restaurant reservations, amenities, etc. Ensures show rooms are set up through the front desk and housekeeping each day and inspected at the beginning of the day.
  • Attend sales meeting morning line ups and communicate any outstanding items or support needed for the upcoming day
  • Support on an occasional basis any marketing materials requested by food and beverage or The Spa and this support should be directed through the DOSM.
  • Create new files for turnover incl. sales recap, contract, emails, and checklist and daily events (before a file is turned over to the CSM all items under the Receipt of Contract/Preparation of File must be reviewed for accuracy)
  • Responsible for all visuals on the Four Winds Readerboards system as well as daily meetings on the signage
  • Ensure HHonors points are distributed to appropriate contacts after the group departs as well as ESS surveys are sent out to the appropriate contacts for every group
  • Create/ Distribute Daily events to staff
  • Manage the BEO and Resume books, as well as, block all space and distribute BEOs for in-house meetings
  • Creates and distributes all Amenity Cards for each group as assigned by CSM
  • Enter all master account #s for each group in Delphi
  • Prepare POGs for all call in groups and send welcome letter out to the meeting planners once group turns definite
  • Assist as needed with creating breakfast vouchers and coupons
  • Assist event managers in preparing for pre-convention meetings when needed
  • Assist with all in-house meetings when needed (blocking space, create and distribute banquet event orders)
  • Send thank you letters to group and event contacts once they depart on behalf of the manager and resort
  • Files all completed catering and group files once group booking is reconciled (organization of all sales and catering filing cabinet(s) as needed)


Other:

Due to the cyclical nature of the hospitality industry, team members may be required to work varying schedules to reflect the business needs of the hotel including holidays and weekends.

All employees are required to comply fully with the rules and standards set forth by Hilton Marco Island Beach Resort & Spa, Olshan Properties and Hilton Hotels Corporation.


SUPPORTIVE FUNCTIONS:

In addition to performance of the essential functions, this position may be required to perform a combination of supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel. Due to the nature of supporting multiple areas within the department and multiple managers it is recommended that a priority system be implemented based on a consensus of the coordinator and all managers. This system should be evaluated quarterly and adjusted based on the business needs within the department.

Experience:

  • Minimum 3 years administrative experience.
  • Prefer 1 year experience as Office Manager. Previous hotel experience preferred.


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