SALES COORDINATOR

Big Smoke Burger; Columbia (SC); On-site; USD 30,000 - 42,000; Full time

Job summary

Big Smoke Burger in Columbia, SC is seeking a Sales Support Assistant to help the sales team and handle clerical duties for guest and hotel communications and sales.

You will answer phones, prepare correspondence and reports, arrange contracts, rooming lists, and maintain paper flow within the sales area, split between sales office and front desk with flexible hours. Hours are typically 9am–5pm with some shifts 7am–11pm; opportunities to assist in proposals and events.

Qualifications

• High School diploma or vocational secretarial required.
• Previous secretarial experience preferred.
• Typing speed of 50 words per minute or better.
• Proficient in Microsoft Outlook and related products.
• Strong grammar and punctuation; knowledge of standard business letter formats.

Responsibilities

• Answer phones and handle inquiries accurately, timely, and professionally.
• Type correspondence, reports and forms; prepare simple written correspondence.
• Prepare sales contracts within 24 hours of receipt; make group reservations and rooming lists; report pickup in STS after group departure.
• Create new files and monitor trace files per SOPs.
• Prepare cover sheets, welcome packets, rooming lists and ASAP reports based on room blocks and customer information.
• Assist sales manager on projects such as proposals and special event invitations.
• Maintain paper flow and communications within the sales area.
• Make reservations for corporate accounts with proper rates and billing notes.
• Assist in prospecting new accounts using PMS reports.

Skills

Typing 50 wpm

Secretarial experience

Outlook proficiency

Grammar and punctuation

Hospitality skills

Education

High School diploma or vocational secretarial

Tools

Microsoft Outlook

Job description

This is an exciting opportunity to join our sales team in Columbia, South Carolina and support the direct sales activities of our area hotels.

BASIC PURPOSE

Assist sales team in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications and sales.

ESSENTIAL FUNCTIONS

• 1. Answering phones and ensuring all inquiries are dealt with accurately, timely and in a professional manner. (10%)
• 2. Type correspondence, reports and forms as well as prepare simple written correspondence. (20%)
• 3. Prepare sales contracts within 24 hours of receiving original, using standard contact format set-up in PC or STS. Make group reservations and prepare rooming lists for incoming groups. Report pickup in STS after group departure. (10%)
• 4. Create new files and monitor trace files in accordance with SOP’s. (5%)
• 5. Prepare cover sheets, welcome packets, rooming lists and ASAP reports based on room blocks and customer information. (5%)
• 6. Assist sales manager on creative projects, such as proposals and special event invitations. (5%)
• 7. Maintain timely and effective paper flow and communications within the sales area. (5%)
• 8. Make reservations for corporate accounts as directed and ensure proper rates and billing notes are included. (10%)

NON-ESSENTIAL FUNCTIONS

• 1. Assist guest with charges and special requests in person, as needed. (5%)
• 2. Input group reservations directly into property management systems. Input pickup in sales reporting system after group departure. (10%)
• 3. Create welcome amenities and packets for incoming group and corporate guests. (5%)
• 4. Assist in prospecting new accounts through use of PMS reports. (10%)

Knowledge and Skills

Education: High School diploma or vocational secretarial

Experience: Previous secretarial experience preferred

Skills and Abilities: Ability to type 50 words per minute. Microsoft Outlook and related products. Alphabetizing, grammar and punctuation. Standard business letter formats. Strong hospitality skills.

No. of employees supervised: None

Hours Required: 40 hours over a 5 day period; typically Monday through Friday; days and times may vary based on need. Employee will split time between sales office and front desk with three days in the sales office and two days at the front desk. Typical sales office work day is 9am – 5pm however, front desk shift may differ in hours. Typical front desk shift is 7am – 3pm or 3pm – 11pm. We are willing to be flexible on the front desk hours with the right candidate.