Sales Coordinator

The Lakeview at 333; Madison (WI); On-site; USD 20,000 - 22,000; Full time

Job summary

The Edgewater in Madison, WI is seeking a Sales Coordinator to join our Sales & Catering team. The Sales Coordinator provides administrative support, customer service and sales, acting as the liaison between clients, the sales team and operational staff to ensure a seamless stay for corporate, wedding, and social groups.

We are looking for a capable administrator with a passion for sales and customer service, highly organized, proactive and solutions oriented.

Qualifications

• Strong communication and interpersonal skills are essential.
• Excellent writing and editing abilities for client communications.
• Proficient with MS Office; familiarity with Salesforce (Delphi) and Opera is preferred.
• Ability to organize and manage multiple tasks, deadlines and priorities.
• Experience in hotel or hospitality sales support is advantageous.

Responsibilities

• Support Sales & Catering team with group bookings and room blocks.
• Prepare group resumes and ensure accurate information for operations.
• Quote and manage deposits, payments, and contracts per SOPs.
• Assist with BEOs, group resumes, and floor plans as needed.
• Respond to client and guest requests promptly (within one business day).
• Maintain communication across hotel departments to ensure guest satisfaction.

Skills

Communication skills

Interpersonal skills

Writing skills

MS Office

Salesforce/Delphi

Opera

Organizational skills

Deadline management

Multitasking

Analytical skills

Client relationships

Tools

Salesforce/Delphi

Opera

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Madison, WI, US

Salary: $20.00 Annually

The Edgewater is looking for enthusiastic, customer service-focused employees to round out our staff for our luxury urban resort. The Edgewater offers over 200 guest rooms, a community-focused plaza and pier, several restaurants and lounges, a luxurious spa, and extraordinary facilities for meetings, private events, and weddings.

Job Purpose

We are seeking a Sales Coordinator to join our Edgewater Sales & Catering team. The Sales Coordinator provides administrative support, customer service and sales.The Sales Coordinator will be responsible for assisting the Sales & Catering Team in handling group bookings and managing contracted room blocks, including corporate, wedding, and/or social bookings. This position acts as the liaison between the client, sales team, and operational staff to ensure a seamless stay of corporate, wedding, and/or social groups.Our ideal candidate is a capable administrator with a passion for sales and customer service and must be highly organized, proactive, and solutions oriented. Above all, we are looking for a positive attitude and a collaborative team player.

Duties and Responsibilities

• Works alongside the Sales & Catering Team in handling assigned group bookings by completing contract turnover process, managing contracted room blocks, tracing cut-offs dates, sending reminders to clients, and detailing special instructions pertaining to group.
• Acts as a liaison between the Sales/Catering Manager and the client while following-up and keeping all appropriate staff aware of pertinent informational changes or any irregularities for assigned groups by completing detailed and accurate group resumes for our operational team.
• Assure group resumes are complete 2 weeks prior to the group’s arrival, complete with information pertinent to event and room block.
• Work with client to accurately quote and charge all deposits; receive and process deposit payments, sending reminders as necessary. Follow Standard Operating Procedures and company policies, especially as related to event restrictions, collection of deposits, billings and collection of funds.
• Assist the Sales/Catering Managers with BEOs, Group Resumes, and Floor Plans as needed
• Timely response to client and guest requests; the expected response time is one business day or less.
• Ensures communication is conveyed to all appropriate areas within the Hotel and resolves any outstanding issues or problems to ensure a quality product delivery and guest satisfaction.
• Anticipate and resolve guest service concerns by providing solutions in a prompt and professional manner
• Assists with client property tours as needed.
• Ability to remain calm and professional while working under pressure.
• Collaborates well with others and recognizes the importance of being a part of a team
• Proactive, organized and customer service oriented.
• Assists clients during events on-property which may include early morning, evening and/or weekend hours.
• Is consistently available to assist with special projects and events and willingly accepts related responsibilities.
• Other Duties as assigned

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

• Combined 2+ year's previous hotel experience
• Strong communication and interpersonal skills, excellent writing skills.
• Proficient computer skills; intermediate to advanced proficiency with Microsoft Office Suite
• Preferred experience with Salesforce (Delphi), Opera and/or comparable convention management software
• Must possess excellent organizational skills
• Ability to meet deadlines and handle difficult situations
• Ability to handle multiple tasks and priorities
• Use analytical skills for measuring business potential and value to the hotel
• Ability to work effectively under pressure and handle multiple projects/deadlines.
• Strong interpersonal skills – adept at developing and maintaining strong relationships with both internal and external customers
• Strong ability to communicate effectively both orally and written, with clients and all levels of management

Working Conditions

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This position may require evening and weekend work, working outdoors, working with challenging clients, and minimal travel.