Employer Active
Job Alert
You will be updated with latest job alerts via emailJob Alert
You will be updated with latest job alerts via emailJOB SUMMARY
Reporting to and supporting the efforts of the Director of Business Travel & Leisure Sales and Travel Industry Sales Manager. Coordinator is responsible for coordinating and assisting in the daily operations of the Sales and Marketing team and providing direct administrative support and assistance to the team members noted as well as working in collaboration with the coordinator team to assist as necessary.
Telephones - Assist with answering telephones within 3 rings for the Sales and Reservations Office and directing calls appropriately.
Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and Events Manager.
Provide administrative support to the Sales and Events Team including merging letters of agreement distribution of all event orders and resumes
Assist in maintaining an accurate client data base in Opera and log activities
Amenities - Process amenity requests in ALICE and assure note card from Manager is brought to IRD. Set traces for any amenity packages booked including luxury programs
Sites - On the day of a scheduled site visit the coordinator must pick up site keys from the security desk check assigned guestrooms to ensure that they have been turned over and present well check all public/meeting space for any trash or out of place items and ensure all the lights are on. Should a manager require site gifts should be put together for the client by the coordinator to be presented during the site. Coordinator to be trained on conducting a general site visit of the hotel should there be a pop up request or manager is unavailable.
Meet and greet appointments in the lobby as necessary and transition to the correct seller
Reports - Prepare reports daily to include:
Work with luxury program travel agents to detail bookings and set up customized experiences for each guest and travel agent.
Create newsletters and maintain client databases for routine email blasts
Create sales presentations on hotel and city of Boston
Participate in hotel and sales training programs when applicable
Maintain current sales and promotion literature including selling kits supplies and iPad collateral. Assist in creating digital promotional literature and distributing to clients to prospect.
Conduct research on corporate accounts including shop calls to competitive hotels to gain current market availability and rate information research on office building tenants and Linkedin to find contacts.
Enter content in RFPs using Cvent and create letters of agreement for business travel accounts
Manage commission inquiries payouts as needed
Coordinate Charitable Donations program
Order and stock office supplies collateral and giveaways for Sales and Events Team and Executive Office. Prepare purchase requisitions for departmental supplies through Birch Street.
Provide back up to other Coordinators in Sales and Events as appropriate Train in all coordinator tasks to assist as necessary and train peers on job duties to develop strong cross trained team
Attend meetings take minutes and draft notes as required
Have a complete knowledge of hotel services and accommodations
Maintain regular attendance as required by scheduling and in compliance with hotel standards
Approach all encounters with guests and employees in a friendly service-oriented manner
Ensure prompt and courteous service is extended to both internal and external customers
Comply at all times with hotel standards and regulations to encourage safe and efficient hotel operations
Maintain high standards of personal appearance and grooming adhering to the proper dress code and wearing nametag while working
Qualifications :
EDUCATION: College degree or diploma in Hotel/Restaurant Management an asset.
TOOLS & EQUIPMENT: Must possess an advanced degree of knowledge in Excel Word and PowerPoint. Knowledge of Opera and Cvent an asset.
PHYSICAL REQUIREMENTS: Sedentary work. Exerting up to ten pounds of force occasionally and/or negligible amount of force frequently or constantly to lift carry push pull or otherwise move objects and long hours sometimes may be required.
MENTAL REQUIREMENTS:
Organizational skills
Additional Information :
A team devoted to service and accuracy as they work with team members from other departments in an environment where learning and growth are continual.
Remote Work :
No
Employment Type :
Full-time
Full-time