Sales & Events Coordinator

The NoMad Hotel London; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Refer a Friend £750 scheme

50% Employee discount in F&B outlets

Pension scheme

Private health care

Hotel and Hilton discounts

Job summary

The NoMad Hotel London is seeking a Sales & Events Coordinator to support the Sales & Marketing division. You will handle enquiries, distribute contracts and paperwork, coordinate room blocks, and ensure smooth operation across the department.

A strong eye for detail, organisation and customer service are essential. Responsibilities include responding to emails and calls, maintaining accounts and schedules, and assisting with client site inspections and events, under the guidance of the Director

Qualifications

• Administrative experience in Sales & Marketing environments.

Responsibilities

• Answer internal and external sales and events inquiries in a timely manner; manage end-to-end sale and planning of events and groups.
• Coordinate rooms sales activity and maintain Sales CRM, rooming lists and VIP amenities.
• Maintain Sales collateral, media library, presentations; ensure brand standards are followed.

Job description

THE NOMAD WAY

Hospitality is at the core of what we do and who we are. It’s more than just a job; it’s a path to a career in our industry. Many of us at NoMad have grown from within these walls and we pride ourselves on providing these opportunities. We thrive to achieve our vision to be a thriving hotel combining the best of New York hospitality with London charm. Our values connect us; our behaviours guide us; and our non-negotiables drive us.

Welcome to NoMad London

Overview Of The Role

The Sales & Events Coordinator is responsible for assisting and coordinating all administrative tasks within the Sales & Marketing division, including Groups, Meetings and Events. This role is pivotal in supporting with responding to enquiries received and distributing events and sales contracts and other relevant paperwork in a timely manner. Ensuring the smooth running of both the Sales and GM&E department through efficient organisation; sound understanding of hotel operations; and supporting the department where requested.

Expectations

• Always maintain a consistently professional demeanor.
• Represent NoMad London positively in all interactions with internal and external stakeholders.
• Always adhere to company policies and procedures, including but not limited to Health & Safety policies, HR guidelines and compliance trainings.
• Effectively manage workload and responsibilities with efficiency.
• Foster clear and effective communication within the team, across departments and between both hotels and management.
• Champion our company values and foster a positive and collaborative approach across all departments.

Main Duties & Responsibilities

The main responsibilities of the Sales & Events Coordinator are summarised below, the list is not exhaustive:

GENERAL DUTIES

• Respond in a timely manner to internal and external sales and events emails or request, helping where needed. This includes the end to end sale and planning of events and groups as allocated by the Director of Groups, Meetings and Events
• Assist in coordinating, organising and maintaining all rooms sales' activity.
• Ensuring all Sales collateral, Media Library and presentations are updated and in compliance with brand standards
• Receive and respond to incoming telephone calls for the sales team, serving as the communication hub for Group and Event Sales.
• Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using MS Word, Excel, PowerPoint, Sales CRM, Opera, and E Mail.
• Maintain accounts, including traces, creating and updating bookings, manipulating events and guest room blocks in Sales CRM.
• Complete distribution of Sales correspondence to the hotel operating departments as required. Examples: amenity cards, resumes, rooming lists etc.
• Running of daily, weekly and monthly reports and meetings incl. BEO distribution; BEO meetings etc.
• Maintain departmental reports on a weekly/monthly basis in support of the Director of Sales.
• Maintain the various Sales file systems, both electronic and paper, including Account Files, Master binders for RFP's etc.
• Ensure all sales kits, collateral Image Library, iPads, promotional materials, photographs etc are kept up to date and in efficient order, in stock and easy to distribute. Responsible for stock take.
• Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, paging system, a bindery machine.
• In the absence of Sales Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.

What We Offer

• £750 Refer a Friend Scheme
• 50% Employee discount in F&B outlets
• Pension Scheme
• Complimentary family meal and quality coffee/hot drinks whilst on duty
• Growing team with great training and progression opportunity
• Paid break and annual leave
• Good work/life balance
• Your birthday off (paid) after one year of service
• Hotel discount
• Hilton discount
• Private Health Care
• Experience Stay - Breakfast included
• 5 days of paid sick leave for every rolling 12 months
• Additional holiday for each completed year of service
• £20 Uber ride when finishing after 1am

RESPONSIBILITIES

• Receive and respond to incoming telephone calls for the sales team, serving as the communication hub for Group, Corporate, and Event Sales.
• Prepare accurate written correspondence including letters, contracts, reports, banquet event orders, schedule of events, printed menus, and e-mails using MS Word, Excel, PowerPoint, Sales CRM, Opera, and E Mail.
• Maintain accounts, including traces, creating and updating bookings, manipulating events and guest room blocks in Sales CRM.
• Complete distribution of Sales correspondence to the hotel operating departments as required. Examples: amenity cards, resumes, rooming lists etc.
• Make reservations, enter rooming list and take care of amenities for Managers and Director(s). Follow-up by double-checking all VIP reservations and amenities. Coordinate and communicate with Front Desk to have VIP rooms pre-assigned, any notes and / or upgrade traces added and ensure that a personal note accompanies all respective amenities.
• Coordinate converted Group bookings as and when required; including liaison with end client and internal departments to ensure all coordination is confirmed, communicated and aligned.
• Support Director of Sales and Sales Managers in preparing for client site inspections and events.
• Running of daily, weekly and monthly reports.
• Maintain departmental reports on a weekly/monthly basis in support of the Director of Sales.
• Maintain the various Sales file systems, both electronic and paper, including Account Files, Master binders for RFP’s etc.
• Ensure all sales kits, collateral Image Library, iPads, promotional materials, photographs etc are kept up to date and in efficient order, in stock and easy to distribute. Responsible for stock take.
• Operate a variety of electronic and manual office resources, including but not limited to laser printers, multi-function copy machines, fax machines, paging system, a bindery machine.
• In the absence of Sales Management, assist clients and seek out solutions to requests in a friendly, caring and helpful manner.
• Follow department policies, procedures and service standards.
• Follow hotel safety policies and procedures.
• Perform other tasks or projects as assigned by hotel management.

Please note whilst we wish we could respond to all applicants, only those shortlisted will be contacted.