Sales Coordinator

Claremont Companies, Inc.; Tampa (FL); On-site; USD 38,000 - 50,000; Full time

Benefits offered by this job

Competitive Wages

Medical, Dental, Vision Insurance

FSA

Long Term Disability

Group Term Life Insurance

401(k) with Employer Match

Vacation

Holiday Pay

Sick Pay

Employee Assistance Program

Job summary

Claremont Companies, Inc. is seeking a Sales Coordinator to support the Director of Sales and Sales Manager at the Hampton Inn/H2 Suites in Tampa, FL.

The role focuses on organizing group and function bookings, preparing contracts and BEOs, and coordinating with hotel departments to meet guest needs. The ideal candidate will assist with small- to mid-size meetings, ensure accurate setup of F&B and AV, and respond promptly to inquiries while upholding professional standards and customer

Qualifications

• Excellent communication skills and strong interpersonal abilities.
• Strong organizational and multitasking capabilities.
• Proficiency in Microsoft Office Suite and sales software.
• Ability to work independently and as part of a team.
• Detail-oriented with a focus on customer satisfaction.

Responsibilities

• Assist with arranging group and function bookings and create contracts and BEOs.
• Communicate with guests and internal teams to gather requirements and timelines.
• Prepare banquet/event proposals, menus, and group resumes.
• Maintain calendars, databases, and sales reports.
• Coordinate with banquet operations to ensure guest satisfaction.

Skills

Excellent communication

Organizational skills

Multitasking

Microsoft Office Suite

Sales software

Independent work

Team collaboration

Detail-oriented

Tools

Microsoft Office

Sales software

Job description

SALES COORDINATOR

Location

Hampton Inn/H2 Suites 1155 E Kennedy Blvd, Tampa, FL

Shift

Monday - Friday 9:00 AM - 5:00 PM

Position Overview

The Sales Coordinator is a critical team member who assists the Director of Sales and/or Sales Manager with all arrangements and requirements related to group and function business. This role involves corresponding with customers, creating contracts, Banquet Event Orders (BEOs), and sales forms to gather guests’ requirements and timelines, and distributing them throughout the hotel as appropriate. The Sales Coordinator is also responsible for light proactive sales of meeting space and small groups (10 rooms or less), determining proper setup of F&B and audiovisual needs, and attending to any special guest requirements.

Key Responsibilities

• Approach all encounters with guests and team members in an attentive, friendly, courteous, and service-oriented manner.
• Follow all Claremont Companies policies and procedures.
• Maintain high standards of personal appearance, grooming, and dress code.
• Answer telephone calls using clear and professional language, and appropriate telephone etiquette.
• Quote prices for meeting inquiries and work with respective Sales leadership to handle small groups and meetings.
• Assist with typing banquet and sales correspondence, including emails, confirming banquet arrangements, menus, BEOs, memos, etc.
• Promptly respond to all inquiries.
• Compose, publish, and distribute BEOs and group resumes to all department heads and personnel involved in servicing guest needs.
• Work with management and other personnel to carry out special requirements and duties to enhance guest comfort and well-being.
• Distribute notices of any changes in BEOs and group resumes to all departments promptly.
• Prepare signage and menu items for all banquet events.
• Send banquet event proposals and group room block proposals to guests and maintain timely contact.
• Ensure prompt responses to all inquiries via telephone, fax, and email.
• Prepare administrative documents for the Director of Sales.
• Conduct site inspections as needed.
• Act as a liaison between all related hotel departments and the host of the function.
• Attend periodic sales meetings and circulate minutes.
• Maintain sales software, database, departmental reports, and client information.
• Coordinate with banquet operations to ensure complete customer satisfaction.
• Update banquets and room block calendar on the sales and catering software.
• Perform all duties necessary for the success of the department.
• Organize in-house deliveries, amenities, welcome letters, transportation schedules, etc., as needed.
• Maintain timely and effective paper flow and communication within the department and with other departments.
• Work on creative projects as assigned.
• Collaborate with the Director of Sales on Digital Marketing/Social Media initiatives.

Qualifications

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and sales software.
• Ability to work independently and as part of a team.
• Detail-oriented with a focus on customer satisfaction.
• Previous experience in a sales or administrative role is a plus.

Benefits

• Competitive Wages
• Medical, Dental, and Vision Insurance
• Flex Spending Account
• FSA Dependent Care
• Long Term Disability
• Group Term Life Insurance
• 401(k) retirement plan with Employer Match
• Vacation
• Holiday Pay
• Sick Pay
• Employee Assistance Program

Compensation for this role will depend on several factors, including, but not limited to, a candidate’s qualifications, skills, competencies, and experience that may fall outside of the range listed. Claremont Companies is an equal opportunity employer. EOE M/F/D/V