Advertising & Sales - Sales Coordinator

Omni Hotels & Resorts; New York (NY); In loco; USD 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

Omni Hotels & Resorts in New York is seeking a Sales Coordinator to provide administrative and operational support to the Sales team. You will help ensure timely communication, accurate documentation, and exceptional service to clients and hotel guests.

The role works closely with Sales Managers and other departments to manage accounts, coordinate client needs, and meet deadlines. On-site position with no remote eligibility.

Competenze

• Proven organizational and multitasking abilities.
• Excellent written and verbal communication.
• Professional phone etiquette and customer service.
• Ability to work independently and in a team.
• Proficiency with Microsoft 365 apps (Outlook, Word, Excel).
• Experience with hotel sales, CRM, or PMS preferred.
• Experience with Salesforce, Opera, Synergy, BirchStreet preferred.

Mansioni

• Organizes workload to support Sales Managers and meet deadlines.
• Prepares and distributes emails, letters, proposals, contracts, reports, and other sales-related materials, ensuring accuracy and professionalism.
• Maintains client and account records and department files.
• Maintains departmental records and files in accordance with procedures.
• Monitors communications and distributes information to the team in a timely manner.
• Provides administrative support to Sales colleagues as needed.
• Takes and distributes meeting minutes as requested.
• Answers calls promptly and professionally, routing inquiries as needed.
• Collects detailed information from prospective clients and routes qualified inquiries to the appropriate Sales Manager.
• Prepares and sends sales collateral, proposals, and packages to clients.
• Assists with VIP amenities and related documentation to ensure a seamless guest and client experience.
• Maintains accurate group, account, site inspection, and event information in hotel systems.
• Creates and submits invoices and deposit links as directed by Sales Managers.
• Maintains information across sales, catering, and property management platforms.
• Supports departmental projects, presentations, reports, and other initiatives.
• Maintains Sales Office materials and boards.
• Processes outgoing departmental mail and shipments.
• Ensures Sales Office and Business Center equipment is operational.
• Troubleshoots basic printer issues and manages supplies.

Conoscenze

Organizational skills

Time management

Attention to detail

Communication skills

Independent worker

Team collaboration

Customer service

Strumenti

Microsoft Outlook

Microsoft Word

Microsoft Excel

CRM systems

Opera

BirchStreet

Salesforce

Synergy

Descrizione del lavoro

The Sales Coordinator provides administrative and operational support to the Sales team, helping ensure timely communication, accurate documentation, effective organization, and exceptional service to clients and hotel guests. This position works closely with Sales Managers and other hotel departments to support sales activities, maintain account information, coordinate client needs, and ensure departmental deadlines are met. This position in on site and not eligible to work remote.

Essential Job Functions:

Sales & Administrative Support

• Organizes and prioritizes workload to meet deadlines and support the needs of assigned Sales Managers.
• Prepares, reviews, and distributes correspondence, including emails, letters, proposals, contracts, reports, and other sales-related materials, ensuring accuracy and professionalism.
• Maintains organized and complete client and account records, including correspondence, post-convention reports, proposals, contracts, and other relevant documentation.
• Maintains departmental records and files in accordance with established procedures.
• Monitors departmental communications and distributes information to the appropriate team members in a timely manner.
• Provides administrative support to other members of the Sales team as business needs require.
• Takes and distributes meeting minutes as requested.

Client & Lead Support

• Answers incoming Sales Office calls promptly and professionally, providing assistance or directing inquiries to the appropriate team member.
• Records complete and accurate messages, including the caller's name, company or group, telephone number, date, time, and reason for the call.
• Collects detailed information from prospective clients and routes qualified inquiries and leads to the appropriate Sales Manager.
• Prepares and sends sales collateral, proposals, packages, and other materials to clients as needed.
• Assists with VIP amenities and related documentation to help ensure a seamless guest and client experience.
• Assists with Social/Wedding blocks
• Provides responsive, professional service to internal and external customers.

Sales Systems & Departmental Coordination

• Enters and maintains accurate group, account, site inspection, and event information in designated hotel sales systems.
• Creates and submits invoices and deposit links at the direction of Sales Managers.
• Maintains accurate information across applicable sales, catering, and property management platforms.
• Supports departmental projects, presentations, reports, and other initiatives as assigned.
• Maintains Sales Office materials and departmental communication boards as needed.
• Processes outgoing departmental mail and shipments.

Business Center & Office Support

• Ensures designated Sales Office and Business Center computers and printers are operational and ready for use.
• Troubleshoots basic printer issues, including paper jams, paper replenishment, and toner replacement.
• Monitors office supply needs and orders toner and other designated supplies through BirchStreet.
• Assists guests with basic Business Center computer and printing needs and coordinates additional technical assistance when necessary.

Qualifications & Skills:

• Strong organizational and time-management skills with the ability to manage multiple priorities and meet deadlines.
• Exceptional attention to detail and commitment to producing accurate work.
• Excellent written and verbal communication skills.
• Professional telephone etiquette and strong customer service skills.
• Ability to work independently while collaborating effectively within a team environment.
• Strong computer proficiency, including Microsoft Outlook, Word, Excel, and other Microsoft 365 applications.
• Previous experience with hotel sales, CRM, property management, or related systems preferred.
• Experience with Salesforce, Opera, Synergy, and BirchStreet is preferred.
• Ability to maintain professionalism and confidentiality when handling client, guest, and business information.