Complex Sales Coordinator

Bunkhouse; Austin (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical

Dental

Vision

401K with company match

Free room nights

Discounted room rates for friends &amp

Paid time off

Headspace wellbeing

Retail discounts

Job summary

Hotel Magdalena is seeking a Sales Coordinator who will assist the Director of Group Sales and Sales Manager in developing and generating business. You will submit leads promptly, coordinate bookings, and organize sales activities to maximize revenue while ensuring an exceptional guest experience.

The role requires hospitality events experience, proficiency in Excel/Word, and familiarity with a Property Management System.

Qualifications

• High School diploma or GED required; college degree preferred.
• Two years of related hospitality events or events industry experience.
• Proven ability to create documents in Excel and Word and manage event details.

Responsibilities

• Organize leads in Envision and support Sales Manager with customer outreach.
• Assist Director of Group Sales, Sales Manager and Event Planning Manager on event logistics and proposals.
• Coordinate services with vendors and hotel departments for group events.
• Book and confirm group reservations, rooming lists, and necessary documentation.
• Prepare contracts, BEOs, resumes, and reports to ensure smooth event execution.

Skills

Excel

Word

PMS

Education

High School diploma or GED

College degree preferred

Tools

Property Management System (PMS)

Job description

Organization- Hotel Magdalena

Summary

The Opportunity: Reporting to the Director of Group Sales, the Sales Coordinator will excel in assisting customers to develop & generate business, submit all leads for business in a timely manner, coordinate activities for bookings, and organize sales activities to maximize results. This position assists the Director of Group Sales, Sales Manager and Event Planning Manager to develop, implement, promote and follow through on actions and activities to increase business revenues and to provide exceptional guest experience.

Who We Are:

Hotel Saint Cecilia:

The lush grounds of Hotel Saint Cecilia are a secluded hideaway in the center of it all. Built in 1888, the original Victorian home is anchored around the majestic oak tree located at the heart of the property. Fully restored with the addition of the iconic SOUL sign in 2009, the Hotel Saint Cecilia is a private sanctuary tucked away off South Congress. Each of the five suites, six poolside bungalows, six garden suites, and three studios embodies an equal love for the elegance of old-world luxury and the irreverence of our muses – The Stones, Bill Burroughs, Anne Sexton, Hunter S. Thompson among them. The secluded property and lush grounds are open only to hotel guests and members, thereby offering a unique sense of privacy situated steps away from the heart of South Austin.

Hotel San José:

Hotel San José is a 40-room urban bungalow-style hotel tucked behind stucco walls and set amidst lush garden courtyards on South Congress. Now a gathering place and hub of community activity for locals and visitors alike, our legacy began long before now, in the 1930s, when the San José was a vibrant motor court on South Congress Avenue. But as Austin changed, the motel fell into disrepair. Thankfully, in 1994, the keen eye of Liz Lambert saw something more than low-rent lodging while spending time across the street at the Continental Club. After a long road, the way was found to our modern iteration of a hidden oasis right in the heart of South Congress.

Hotel Magdalena:

In the mid-1950s and 1960s, the Terrace Motor Hotel sat on the same location as the Hotel Magdalena and the Hotel Saint Cecilia. This 14-acre stretch off South Congress spanning five city blocks, including the Terrace Motor Hotel, eventually came to be owned by legendary musician Willie Nelson. In the 70s, he started Austin Opry House, a famous 1,700 seat music venue, and also built apartments for musicians and traveling road crew. We aim to honor our heritage and provide the same effervescent home to all who pass through.

Equipment Room:

We look forward to welcoming you to our private basement hideaway – in the old equipment room beneath the Hotel Magdalena on Music Lane. Here you will find an intimate space that houses one of Austin’s most special record collections played on custom vintage hi-fi equipment. Blending Japanese Jazz Kissa culture with our Texas take – Equipment Room feels like a wholly new, yet very familiar experience. It’s the place we’ve been dreaming of for quite some time.

Austin Motel:

The historic Austin Motel sits just south of the Colorado River and Downtown, in view of the State Capitol and walking distance to the famous bat bridge. Part of the beloved South Congress neighborhood, the motel is surrounded by some of the city’s most interesting dining, nightlife and shopping, with easy access to bus lines and Austin’s lovely hike and bike trail that connects to Zilker Park, Barton Springs Pool and the Barton Creek greenbelt. 41 guest rooms and suites, the best swimming pool in town, and a lobby shop on South Congress: Austin Motel sitting beneath its iconic marquee sign is the place to chill deep in the heart.

Carpenter Hotel:

Opened in fall 2018, this South Austin hotel is one with its lush surroundings. Carpenter Hotel features a pool with a community deck and Q Hut pavilion. Each of its 93 rooms comes with a terrace. Take in the scenery with fare from our all-day Coffee Bar or enjoy a meal on the patio or in the dining rooms of our restaurant, Carpenters Hall. The hotel is nestled in an old pecan grove on the edge of Zilker Park in South Austin. It’s an easy walk to Lady Bird Lake, downtown, and central to everything worth doing.

We’re Proud to Offer Exceptional Benefits, which Include:

• Medical, Dental, Vision, 401K with company match
• Free room nights, Discounted and Friends & Family Room Rates
• Generous Paid Time Off
• Work-life benefits including wellbeing initiatives such as a complimentary Headspace
• Discounts at various retailers –Apple, AT&T, Verizon, Headspace and many more!

Key Responsibilities:

• Organize leads in Envision and support Sales Manager with customer outreach.
• Join Sales Manager and Event Planning Manager to meet with customers and discuss in house offerings for special occasions such as conferences, festivals, weddings, parties and banquets
• Coordinate services with necessary vendors and departments
• Book special event reservations accurately
• Ensure sales revenue is collected properly and complete all group billing steps.
• Complete group rooming lists and reservations and confirm all necessary reservation notes and routing.
• Develop and initiate all actions necessary and appropriate to achieve established sales department revenue goals and overall business revenue goals for the property
• Complete operational reports to ensure flawless execution of confirmed programs.
• Plan personal work schedule, prioritizing work tasks and responsibilities
• Respond to contacts for hotel information in a business-like and timely manner
• Participate in meetings, sales blitzes, and brainstorming opportunities to increase sales results for venue
• Utilizes office systems consistently to maintain accurate, up to date information for all business contacts
• Prepare and distribute internal/external correspondence, contracts, BEO’s, group resumes, rooming lists, event schedules, and other documents in an accurate and timely manner
• Responsible for securing completed distribution of group credit information, and accurate adherence to event billing procedures
• Maintain trace dates for contact follow-up and all actions necessary for group bookings and appreciations
• Distribute information to all Departments regarding needs and requirements of groups, meetings and events taking place on the property
• Assist Director with reporting and administrative tasks as requested.
• Adhere to all standards of operations, policies and procedures, manuals, training material, memos and verbal instruction
• Ensure open lines of communication with staff, all departments and upper management at all times via email, logbooks, meetings, etc., to ensure all needs of the venue are met
• Maintain a high level of cleanliness and safety in the work area
• Maintain an increased awareness of safety issues throughout the property
• Keep abreast of safety and emergency procedures and OSHA requirements
• Attend relevant meetings
• Based upon fluctuating demands of the operation and to exceed customer expectations, it may be necessary to perform a multitude of different functions not specifically related to this position. This person may be expected to perform other tasks and duties as needed or as directed. Furthermore, employee responsibilities and job descriptions are subject to review and revision.

Qualifications:

Education And Experience Requirements

• High School diploma or general education degree (GED). College Degree preferred
• Two (2) years related experience in hospitality events or events industry
• Ability to create documents in Excel and Word
• Ability to understand other computer programs (i.e. Property Management System)
• Ability to apply concepts of math including addition, subtraction, multiplication, division and algebra, using whole numbers, common fractions, and decimals
• Policy and Service Responsibility
• Must adhere to all hotel/company loss prevention guidelines.
• Physical Requirements
• Able to perform the essential functions consistently, safely, and successfully with the ADA, FMLA, and other federal, state and local standards, including meeting quality standards.
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards.
• Must be able to lift and carry up to 25 lbs
• Must be able to sit, stand, and squat frequently.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.