Sales Coordinator

Omni Hotels & Resorts; Nashville (TN); On-site; USD 36,000 - 54,000; Full time

Job summary

Omni Nashville Hotel in Nashville seeks a Sales Administrative Assistant to provide essential support to the Sales Department and assist the Directors of Sales & Marketing with day-to-day operations and communication. You will work to ensure timely handling of proposals, bookings, and client follow-ups, while coordinating with other hotel departments to meet guest expectations.

The role requires strong organizational skills, customer service orientation, and the ability to handle multiple tasks

Qualifications

• High school education required; college degree preferred.
• Experience in catering, conventions or sales support preferred.
• Clear verbal and written English communication with guests and colleagues.

Responsibilities

• Schedule and prioritize workload to meet managers' deadlines.
• Prepare and distribute proposals, notices, letters, and contracts for assigned managers.
• Use Delphi to track, book, and follow up on all accounts/bookings.
• Support Sales team with site prep, sales kits, and event participation.
• Coordinate group reservations and conference services for group requests.

Skills

Catering or convention sales support

English communication skills

Multitasking under pressure

Education

High school

College degree preferred

Tools

Delphi

Opera

Oracle

Birchstreet

Kronos

Microsoft Office

Job description

Omni Nashville Hotel

The Omni Nashville Hotel was specially created to be an authentic expression of Nashville's vibrant music culture. Across from the Music City Center, the luxury hotel is a one-of-a-kind experience, fully integrated with an expansion of the Country Music Hall of Fame and Museum on four levels. Located on Fifth Avenue between Demonbreun and Korean Veterans Blvd. The Omni Nashville Hotel design is a modern expression of the city's distinct character, incorporating natural materials, exposed steel and regional limestone. The multi-story hotel and expanded museum shares meeting and entertainment space and brings additional restaurants and retail venues to this dynamic destination in downtown Nashville.

The Omni Nashville Hotel's associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Nashville may be your perfect match.

JOB DESCRIPTION

No Job Description for a position can possibly include all duties which may be requested by guest or required by the hotel. The objective of all positions is to effectively provide the services personally, or to immediately refer requests to the appropriate department manager. The following is a summary of the major responsibilities of the position.

DEPARTMENT: Sales & Marketing

JOB TITLE: Sales Administrative Assistant

REPORTS TO: Director of Sales, Director of Sales & Marketing

JOB PURPOSE

To provide administrative support to the Sales Department. To support the Director of Sales and assigned Sales Managers with day to day operations and to ensure communication in their absence.

ESSENTIAL JOB FUNCTIONS

• Schedule & prioritize workload to meet deadlines of all managers.
• Type and distribute all correspondence, including proposals, booking notices, letters, contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate.
• Utilize Delphi correctly, to ensure managers are able to accurately track, book and follow-up on all accounts/bookings.
• Assist Sales Team with all Site preparation and support with sales kits / brochures etc.
• Assist managers with sales calls and participate in sites, FAMs, trade shows and other related market events as required.
• Assist Sales with collecting & routing favors (e.g. rooms/loyals/VIPs/upgrades) for individual reservations through the Group Reservations Coordinator. Confirmed Group requests go through Group Reservations Coordinator/Conference Services Manager.
• Maintain account/booking files and ensures that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone number of callers, date and time call received).
• Coordinated general office functions.
• Liaise with other hotel departments to help ensure Sales clients' needs are met/exceeded.
• Performs other duties as assigned by man.

QUALIFICATIONS

• Previous catering, convention services, or sales support experience required (Large convention hotel preferred). Other relevant event, meeting planning, or hotel operations experience will be considered.
• High school education required; college degree preferred.
• Ability to clearly and pleasantly communicate both verbally and in writing in English with guests, management and co-workers, both in person and by telephone.
• Ability to accurately and efficiently input information into computer systems, with developed computer proficiencies. Delphi experience strongly preferred.
• Ability to work cohesively with co-workers both within and outside of your department.
• Ability to think clearly, quickly and make concise decisions.
• Ability to work well under pressure, dealing with many guest requests/questions within a short period of time.
• Strong organizational skills with the ability to prioritize and multi-task in a fast-paced environment. Ability to prioritize and organize workload to ensure deadlines are met.
• Able to evaluate and select among alternative courses of action quickly and accurately, identifying and solving problems as necessary.
• Ability to handle stressful situations, while maintaining a calm and welcoming demeanor.
• Customer service oriented with a desire to create memorable guest experiences.
• Ability to use various office equipment, including but not limited to, calculators, photocopiers, and facsimile machines.
• Must be able to work a variety of shifts, including nights, weekends, and holidays.

ENVIRONMENT & POSITION ANALYSIS

• Move, bend, lift, carry, push, pull, and place objects weighing up to 40 pounds without assistance.
• Stand, walk or sit for an extended period or for an entire work shift.
• Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.

TOOLS & EQUIPMENT

• Desktop computer (Opera, Delphi, Oracle, Birchstreet, Kronos and Microsoft Office), printer, telephone, copier, fax machine and scanner.

Omni Hotels & Resorts is an equal opportunity/AA/Disability/Veteran employer. The EEO is the Law poster is available using the following link: EEOC is the Law Poster.

Omni Hotels & Resorts does not discriminate on the basis of any protected category with respect to the payment of wages.