Sales Coordinator

The Sales Coordinator is responsible for managing the flow of work for the department. This includes the coordination of in-house paperwork and client contracts. The sales coordinator will assist with the creation of documentation, handle departmental phone calls, generate reports, handle special projects, and qualify/distribute leads and inquiries. The position will be one of the hotel’s key administrators of Envision.

Role and Responsibilities

• Prompt answering of phone calls and placement to the correct sales team member. Provide assistance, answer questions from in-house conference guests, and directs them to the appropriate team member.
• Ensures prompt issuance of the proposals, contracts and collateral requests given by Sales Managers.
• Follows through with input and production of contracts in consultation with Director of Sales.
• Prepares a variety of letters, memos, contracts and proposals for the assigned market. Distributes sales and statistical booking productivity reports, booking and contracts to the appropriate departments.
• Responds to telephone inquiries, distributing incoming calls, taking messages, giving out information and responding to customer complaints in the absence of the Sales staff.
• Files a variety of materials and updates the sales activity trace system. Ensures a properly organized work environment.
• Assists Director with administrative advertising and marketing duties.
• Prepares special requests and amenities as required for VIP guests.
• Replenish sales kit supplies and prepares the kits for the team.
• Ensures that sales and catering supplies are ordered and keeps the inventory of all supplies and collateral.
• Assists in the preparation of in-house sales promotions, receptions and client functions.
• Follows-up on bookings and obtains additional information for various to complete the sales file.
• Facilitates and expedites all dealings with clients (including the finalization of contracts) after negotiations with clients are finalized.
• Maintains and updates database.
• Assists in the greeting and departure of groups and/or site inspections or walk-ins.
• Attend weekly, sales meeting and/or committee meetings as assigned and takes minutes for meetings as requested.
• Other duties as may be assigned.

Qualifications

• Minimum of 2 years experience in a Hotel or related industry; Hyatt experience preferred.
• Post-secondary degree in hospitality or tourism is an asset.
• Ability to communicate effectively with all levels of guests, employees, and management.
• Excellent organizational, computer, analytical, and problem-solving skills.
• Very Strong oral and written communication skills.
• Energetic and outgoing, with a positive attitude, driven to provide outstanding guest service.
• For internal candidates you must be an active employee in good standing with the company and employed for a minimum of 12 months

Hotel X Toronto is committed to accommodating people with disabilities as part of our hiring process. If you have special requirements, please advise Human Resources during the recruitment and selection process.