Sales and Marketing Coordinator

HEI Hotels & Resorts; Chicago (IL); On-site; USD 39,000 - 41,000; Full time

Benefits offered by this job

Free lunch

Ventra transit benefit

Uniforms provided

Job summary

HEI Hotels & Resorts in Chicago is seeking an organized administrative assistant to support the Sales Team and hotel marketing efforts for The Gwen. You will handle inquiries, prepare paperwork, and coordinate VIP reservations with other departments.

The role emphasizes strong communication, office software proficiency, and reliable organization in a luxury hotel environment. Hotel experience is preferred, with opportunities to grow in marketing support.

Qualifications

• Hotel experience preferred.
• Basic administrative knowledge, including business letters and telephone etiquette.
• Ability to input information into a computer accurately using Microsoft Office.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to manage filing systems.
• Ability to work with internal and external customers with tact and diplomacy.
• Ability to stand or sit for duration of shift and follow instructions.

Responsibilities

• Act as liaison between Sales Managers and clients; handle inquiries and paperwork.
• Enter data and produce contracts, forms, and documents using office software.
• Answer phone calls, direct requests, and log messages for staff.
• Distribute documents and manage time-sensitive information across departments.
• Coordinate VIP reservations and upgrade arrangements with other departments.
• Organize and retrieve department records and maintain filing systems.
• Assist with marketing campaigns, email campaigns, and social media content planning.
• Support photography, videography, and marketing project coordination.

Skills

Hotel experience

Administrative knowledge

Customer service

Microsoft Office

Written and verbal communication

Organizational skills

Filing systems

Professional correspondence

Adaptability

Tools

Microsoft Office Suite

Job description

About Us

Imagine yourself in 1930's Chicago. Chicago celebrated its centennial by hosting the world's fair in 1933. The speakeasies and gangsters were thriving. It was a distinguished time in Chicago's history. The Gwen has a glorious past and an even more glorious future. Rooted in the history and heritage of downtown Chicago in the 1930's, the Gwen serves as a city emblem of this golden era and yet is poised to bring luxury to a future generation of worldly travelers. This unmistakable inspiration comes to life with our historic facade, famously created by sculptress Gwen Lux in 1928. A female artisan making a mark in a predominantly 1930's, male design city depicts and exciting atmosphere of change. The building has been home to many stories in an illustrious past. Health, dental and vision are just a start. We offer unlimited career potential, top of the line training, free lunch, Ventra Transit Benefit and we also provide your uniforms. Now we're inviting you to re-create the Gwen experience. Let it be a canvas for your own personal stories.

Compensation

Salary Range: $28.50 - $30.00 HourlyTipped/Service Charge Eligible? NoDiscretionary Performance Bonus Eligible? No

Overview

Assist the Sales Team in the administrative functions required for effective hotel sales and management.

Essential Duties and Responsibilities

• Act as Liaison between Sales Manager(s) and clients in Sales Manager's absence. Take booking inquiry information via phone and prepare proper paperwork.

• Uses various computer word processing and other software packages to enter data, produce contracts, correspondence, forms, memorandum, and other documents.

• Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller's request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner.

• Distribute documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transport documents weighing up to 10 pounds to offices, mailrooms, and other locations throughout the hotel building. Retrieve documents from and place documents into proper receptacles located up to 6 feet high, such as mailboxes, file cabinets, etc.

• Handle individual reservations for VIP clients. Ensure that all arrangements, including upgrades, are handled properly, coordinating with other departments through oral and written instruction.

• Organize, file, and retrieve documents in appropriate binders in order to maintain essential records used in the department operation.

• Comply with attendance rules and be available to work on a regular basis.

• Perform any other job-related duties as assigned.

Marketing Support

• Assist with the coordination and execution of hotel marketing campaigns, promotions, packages, and seasonal activations.

• Assist with the development and distribution of email marketing campaigns, including gathering content, maintaining distribution lists, proofreading, and coordinating approvals.

• Assist with social media content planning by gathering hotel updates, photography, video, event information, and other content for scheduled posts.

• Assist with the coordinating with internal teams, photographers, videographers, agencies, and other partners to support photo shoots, filming, content creation, and marketing projects.

• Assist with maintaining the organized libraries of hotel photography, video, logos, brand assets, menus, sales collateral, and other marketing materials.

• Assist with updating hotel collateral and promotional materials to ensure information, pricing, imagery, and branding remain current.

• Assist with the marketing activations, influencer visits, media stays, partnerships, special events, and on property promotional opportunities.

• Assist with tracking marketing campaigns, promotions, social media initiatives, and other projects to ensure deadlines and deliverables are met.

• Assist working with the hotel departments to identify upcoming events, experiences, F&B offerings, packages, and other opportunities that can be promoted.

• Assist with ensuring marketing materials following hotel, Luxury Collection, Marriott, and applicable brand standards.

• Assist with competitive research and gathering information on local events, market trends, promotions, and competitor activity.

• Comply with attendance rules and be available to work on a regular basis.

• Perform any other job-related duties as assigned.

Qualifications and Skills

• Hotel experience preferred.

• Basic administrative knowledge such as business letters, formats, and telephone etiquette.

• Ability to effectively deal with internal and external customers, some of whom will require high levels of patience, tact, and diplomacy.

• Ability to access and accurately input information into a computer using Microsoft Office Suite.

• Ability to follow written and verbal instructions.

• Ability to stand and/or sit and continuously perform essential job functions for duration of shift with or without reasonable accommodation.

• Ability to set-up and maintain filing systems.

• Effective verbal and written communication skills.

• Ability to adapt communication style to suit different audiences, such as effectively communicating with supervisors, coworkers, public etc.

Benefits

HEI Hotels and Resorts is committed to providing a comprehensive benefit program that offers you choices for your physical, mental and financial wellness, creating value in your most important investment - you!
For your physical and mental wellness we offer competitive Medical and Dental programs through Anthem Blue Cross Blue Shield as well as Vision insurance programs through EyeMed. Our Vacation, Sick and Holiday programs are available for you to rejuvenate with time off.HEI also provides pet insurance through the ASPCA. For your financial wellness, HEI provides a wide array of coverage, including Supplemental, Spousal and Child Life insurance as well as Short and Long-Term Disability plans. Our 401(k) Savings Plan with matching funds, and discounts through our 'YouDecide' and Hotel Room Discount programs provide additional incentives for choosing HEI as the employer of your future. Specific details and eligibility of these programs vary by location and employment status.

HEI Hotels and Resorts is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.