Sales Coordinator - Part-Time

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Job description

Spire Hospitality is a nationally recognized third-party hotel management company specializing in creating value for our hotel investors while delivering exceptional guest experiences and providing an outstanding place to work. The Irving, TX-based company's diverse portfolio of properties includes unique independent hotels and highly respected brands, including Marriott, Hilton and IHG. Spire is part of the AWH Partners family, which also includes AWH Development, a full-service real estate development company headquartered in New York. With more than 35 years of hotel operating experience, Spire is committed to redefine Hospitality with our continued focus on People, Passion, and Purpose!

Job Overview: Assists managers in all facets of sales/service process, by typing, copying, distributing and filing all related correspondence as well as answering and responding appropriately to incoming telephone calls.

Responsibilities and Duties:

-Takes booking inquiry information via phone and prepares proper paperwork.
-Enters data, (operates various word processing and other software packages) to produce correspondence, forms, memoranda and other documents. Understands written and verbal instructions.
-Answers telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercises decision making skills to direct callers' requests. Accurately records messages for staff and distributes the written messages to the staff members' office in a timely manner.
-Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transports printed documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building.
-Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department operation. Organizes items alphabetically and numerically.
-Distributes outgoing and inter-office mail and documentation throughout hotel.
-Answers telephones for other individuals within department during their absence from the office.
-Main support for sales team the role will greet visitors, answer phone calls (to include customer and call center reservations any general hotel inquiries, intake and process incoming lead information, handle reservation requests, research group billing inquiries and or data, compile reports, maintain files and prepare correspondence;
-Communication with group customers regarding the status of their group room block, entering rooming lists, monitoring pick up status, reporting status of current pickup, providing cutoff dates and/or making individual rooming list reservation changes;
-Assist property managers with sales duties as needed including but not limited to initial billing inquiries, commission payments, no-show status, sales system research, brand reward point administration, and scheduling appointments.
-Assist managers with RFP responses, proposals, contracts, BEOs, and meeting arrangements as needed;
-Assist Catering/Convention Services Manager with reservation requests and building group master accounts in the brand system, as needed;
-Help maintain the group files within the sales system for all group bookings, ensuring signed agreements are uploaded when all bookings are turned to definite bookings
-Maintain inventory and create printed and electronic sales collateral
-Provide additional administrative assistance as directed.
-Any and all other work as required to complete the primary purpose of the position.
-Performs other related duties as assigned.

Specific Job Knowledge and Skills:

• Basic secretarial knowledge such as business letter formats and telephone etiquette.
• Excellent telephone skills and manners; ability to interact with fellow employees and clients of the hotel, both via phone and in person.
• Working knowledge of Microsoft Word 2000.
• Ability to read, write, and speak using excellent grammar and communication skills.
• Ability to input data into a computer.

Qualifications:

-Education: Any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge of skills and abilities.
-Experience: Hotel experience preferred. One to two years of administration support preferred.
-Other: Additional language ability preferred.