Sales Support Coordinator

Job Title: Sales Support Coordinator
Company: Walker Hotel Tribeca & Walker Hotel Greenwich Village
Location: On Site

We are seeking a dynamic and highly organized Sales Support Coordinator to join our team at Walker Hotel Tribeca and Walker Hotel Greenwich Village. The primary objective of this role is to ensure prompt and professional handling of all inquiries and prospects received via the
email address. The Sales Support Coordinator will play a crucial role in managing communications creating estimates and contracts handling deposit processing and providing exceptional customer service to our clients.

Key Responsibilities Include but not Limited To:

Email and Voicemail Management:

• Monitor the email inbox and sales oice voicemail system throughout the day.
• Provide rapid responses to inquiries and prospects ensuring accuracy and professionalism in all communications.
• Vet all emails and voicemails forwarding them to the appropriate Sales Manager for follow-up or handling them directly as necessary.

Sales CRM:

• Utilize Event Temple CRM software to create estimates and contracts for weddings social events and corporate events.
• Input all relevant data and communications received through the email into Event Temple for efficient tracking and management.
• Audit Event Temple weekly to ensure all Sales Managers have accurate and up-to-date information loaded for each booking.
• Group Form Creation

Event Sales

• Banquet Event Order and Menu document creation

PMS System Input:

• Input rooming lists into the Opera Cloud PMS system for groups coming to Walker Tribeca & Walker Greenwich Village ensuring accuracy and completeness of information.
• Updating Stay N Touch as needed for group modifications.

Deposit Management:

• Create and maintain a monthly deposit schedule for upcoming events.
• Handle all aspects of deposit processing including receiving recording and posting payments.
• Ensure accuracy and compliance with financial protocols maintaining meticulous records of all transactions.

Invoicing:

• Preparation and Issuance of Final Invoice
• Final Invoice Review and Approval

Technology Utilization and Customer Service:

• Utilize technology tools to enhance professional responses to potential clients and provide exceptional customer service.
• Maintain a high level of proficiency in Microsoft Oice Suite particularly Word and Excel for document creation and data management.
• Demonstrate excellent customer service skills in all interactions with clients vendors and colleagues.
• Welcome Amenity notes

Tours & Site Visits:

• Schedule confirm and conduct property or venue tours for prospective clients
• Provide knowledgeable polished and welcoming tours that highlight key features spaces and offerings
• Customize tours based on client needs event type and priorities
• Prepare tour materials and ensure spaces are tour-ready prior to arrival
• Communicate tour feedback and client interest to the Sales team for next steps

Requirements:

• High proficiency with Microsoft Oice Suite and ability to quickly learn and navigate CRM software (knowledge of Event Temple is a plus but not required).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to function well multitask and prioritize effectively in a high-paced and at times stressful environment.
• Demonstrated commitment to delivering exceptional customer service.
• Previous experience in sales coordination or related roles preferred.

Perferred Qualification:

• Knowledgeable in Event Temple
• Knowledgeable in Opera Cloud
• Knowledgeable in Word Excel Powerpoint