Sales Coordinator

Crowne-Plaza-Hotel; Springfield (IL); On-site; USD 34,000 - 48,000; Full time

Job summary

Crowne-Plaza-Hotel in Springfield, IL seeks a Sales Coordinator to support Sales & Events, manage reservations, contracts, and communications. Reports to the Director of Sales & Marketing and works across departments to ensure guest satisfaction.

The hotel operates 24 hours a day and 7 days a week, so shifts vary. This on-site role interacts with clients, travel agents, and multiple hotel teams. A 1–2 year background in administrative support and hospitality is preferred.

Qualifications

• High School Diploma required; bachelor’s degree preferred.
• 1–2 years administrative support experience; hotel front desk experience preferred.
• Must be self-directed with strong customer service and interpersonal skills.
• Clear, concise communication and attention to detail are essential.
• Proficient with Microsoft Office; familiarity with Delphi and PMS a plus.

Responsibilities

• Support Sales & Catering administratively including correspondence, reports, and reservations.
• Provide telephone and message support for the department.
• Maintain guest profiles, contacts and records used in Sales & Catering operations.
• Assist with contracts, proposals and addendums; track completion status.
• Act as liaison between Sales & Catering Managers and clients.
• Handle reservations for VIP guests and clients; manage group/reservation details.
• Coordinate with hotel departments; ensure accurate reservations data in system.
• Prepare Banquet Event Orders and distribute to departments.
• Assist travel agents and corporate reservations; manage deposits timing.
• Prepare and distribute Group Resumes; convey pertinent group information to teams.

Skills

Administrative support

Customer service

Communication

Attention to detail

Time management

Multitasking

Problem solving

Microsoft Office

Delphi

PMS (Property Management System)

Reservation system

Education

High School Diploma

Bachelor's degree preferred

Tools

Delphi

PMS

Job description

JOB SUMMARYThe Sales Coordinator supports the Sales & Events departments. This position reports to the Director of Sales & Marketing, adheres to Company standards and accepts other responsibilities as assigned.ESSENTIAL JOB FUNCTIONSThis description is a summary of primary responsibilities and qualifications. The job description is not intended to include all duties or qualifications that may be required now or in the future. The Hotel operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting times, and hours worked in a week.Support the Sales & Catering team administratively including correspondence, preparing reports, and assisting with reservations.Provide telephone and message support for the department and respond to inquiries in a timely, clear, and pleasant manner.Exercise decision making skills to direct requests both internal and external.Maintain guest profiles, contacts and additional necessary records used in the Sales & Catering operation.Assist the Sales & Catering team with the preparation of contracts, proposals and addendums and track the completion status.Act as liaison between Sales & Catering Managers and clients in Sales & Catering Managers' absence. Take booking inquiry information via phone and prepare proper paperwork.Handle reservations for VIP guests and clients.Ensure that all arrangements, including upgrades and amenities, are handled properly.Coordinate with other departments through verbal and written instructions.Block group & meeting space specifications and ensure that accurate information is collected and entered in the reservations system.Communicate with all hotel departments as appropriate. Ensure prompt attention to time sensitive requests by hotel colleagues.Order office supplies and collateral inventory for Sales & Catering Department and Executive Offices.Complete additional projects as assigned.Assists sales and catering team in the preparation of Banquet Event Orders and internally distributes to departments when necessary.Assists front office team, General Manager and sales team with travel agent and corporate reservations.Assists sales, catering, and accounting team with scheduling, collecting, and ensuring accurate and on time delivery of group deposits.Prepares detailed and quality Group Resumes and internally distributes to all necessary departments to proactively and appropriately convey pertinent group information to team.KNOWLEDGE, SKILLS & ABILITIESThe Hotel may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below, when applicableHigh School Diploma required; bachelor’s degree preferred.1-2 years administrative support experience, additional hotel front desk experience is preferred.Must be self-directed, motivated and demonstrate intuitive customer service and interpersonal skills.Effectively deals with internal and external customers, with high levels of patience, tact, and diplomacy.Communicates clearly, concisely, and openly in all interactions.Has exceptional attention to detail, organizational, analytical and time management skills.Multi-tasks and prioritizes in a fast-paced work environment.Exercises sound judgment: evaluates situations and utilizes appropriate and creative resources to solve problems.Is technologically savvy, with a working knowledge of Microsoft Office, Delphi, PMS.PHYSICAL DEMANDSProlonged periods of sitting at a desk and working on a computer.Must be able to lift up to 15 pounds at times.