Sales Coordinator

POST OAK LODGE OF OKLAHOMA LLC; Tulsa (OK); On-site; USD 30,000 - 42,000; Full time

Job summary

POST OAK LODGE OF OKLAHOMA LLC in Tulsa, OK is seeking a Sales Coordinator to finalize, plan, and coordinate group events, ensuring contracts are met and payments processed.

The role includes site tours, detailing client needs, creating BEOs, managing CRM records, and supporting sales with reporting and prep work.

Qualifications

• 1 year experience in hospitality, catering, meeting planning, sales, or related fields.
• High school diploma or GED required; college degree preferred.
• Valid driver’s license and insurance; ability to drive.
• Computer skills: Windows, Office, CRM, PMS, POS systems.
• Ability to read and write simple correspondence, and basic math for payments.
• Demonstrated attention to detail and professional communication.

Responsibilities

• Provide site tours and meetings with clients.
• Detail food, beverage, meeting room, and guest room needs.
• Ensure contracts are met and deposits are collected.
• Create client folders with signed contracts and billing authorization.
• Corp liaison: prepayments, pre-invoices, and room block tracking.
• Develop Banquet Event Orders (BEOs) and event diagrams.
• Maintain CRM records and update PMS/POS data.
• Produce daily/weekly/monthly sales reports and respond to deadlines.
• Deliver first-class service and maintain a professional atmosphere.

Skills

Hospitality experience

Sales

Event coordination

Customer service

CRM software

Communication

Education

High school diploma or GED

College degree in Hotel and Restaurant Administration or related field preferred

Tools

CRM program

PMS

POS Systems

Microsoft Windows

Microsoft Office

Job description

Job Summary

Finalizes, plans, and coordinates group events as well as coordinates groups sold by the sales team and ensures contractual obligations are met by collecting payments, posting deposits, completing contracts, detailing client food, beverage, audio-visual and meeting room set up needs and guest room commitments.

Sales Coordinator Essential Duties and Responsibilities

• Provides site tours and detail meetings with clients as needed.


• Details food, beverage, meeting room, and guest room needs of groups.


• Ensures contractual agreement is met by the client and POL.


• Once contract is received:
  
  
  
  • Verifies client information in CRM.
  
  
  • Creates client folder to include signed contract and billing authorization.
  
  
  • Calls client and introduces self as their new point of contact.
  
  
  • Traces future prepayments and ensures pre-invoices are sent and deposits collected.
  
  
  • Traces file for rooms cut off dates.
  
  
  • Keeps client informed of all deadlines.
  
  
  
  


• Develops Banquet Event Orders (BEOs).
  
  
  
  • Details events for client for food, beverage and set up information.
  
  
  • Ensures minimum amount of food and beverage contracted is actualized.
  
  
  • Creates diagrams.
  
  
  
  


• Creates Resumes.
  
  
  
  • Details group needs on the \"Resume\" and distributes to property.
  
  
  
  


• Retires Client Folders per established protocols.


• Establishes client for either direct bill approval or pay in advance and obtain prepayments.


• Ensures proof of tax-exempt status is filled with accounting.


• Attends weekly ops meetings, sales meetings, and BEO meetings, if needed.


• Ensures collateral, menus and packages are updated for electronic and print distribution.


• Updates menus in CRM and check room blocks in PMS.


• Manages social media accounts as directed.


• Runs daily, weekly, and monthly sales reports.


• Help provide first class service and experience to guests.


• Promotes a positive and professional atmosphere.


• Actively and immediately reports suspected theft, fraud, or falsifications to management.


• Ensures compliance with Employee Handbook and Company policies and procedures.


• Reports injuries with accuracy in a timely manner to Management.


• Dresses professionally in accordance with company dress code and area uniform requirements.


• Answers telephones promptly, receives messages, and accurately relays messages.


• Maintains knowledge of POSTOAK services and amenities; provides resources on area shopping, dining, and entertainment.


• Learns and masters the phone system, CRM program, PMS and POS Systems and other technology and software needs as required.


• Develops a thorough knowledge of lodge staff, room locations, types, and amenities.


• Follows instructions and responds to management direction.


• Writes and receives accurate payments. Processes payments according to Point of Sale System.


• Maintains cleanliness and organization of assigned areas. Removes trash regularly and safely.


• Develops and maintains a working knowledge of the Employee Handbook.


• Actively and immediately reports suspected theft, fraud, or falsifications to management.


• Ability to perform all job functions and responsibilities.


• Assists in other tasks, duties, or projects as assigned by management.

Requirements

To perform this job successfully, an individual must be able to perform all essential duties and responsibilities satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Experience: 1 year experience in the hospitality industry, catering industry, meeting planning, sales, or related fields.


• Education: High school diploma or GED required. College degree in Hotel and Restaurant Administration or related field preferred.


• License Requirements: The employee must possess a valid driver’s license, valid insurance, and must be approved to drive by Human Resources.


• Computer Skills: Ability to use Microsoft Windows, Microsoft Office, and related standard programs. Ability to learn and navigate hospitality programs, point of sales systems, customer relationship management programs and property management systems, booking engines and the interfaces between such.


• Language: Ability to read and comprehend simple instructions, safety rules, cleaning labels, Safety Data Sheets, the Employee Handbook, other Company policies and procedures, short correspondence, memos, and documents. Ability to write simple correspondence. Ability to listen and comprehend, and present information to guests, co-workers, and management.


• Math Skills: Ability to calculate figures and amounts such as discounts; proportions; percentages; count change; handle cash; and ability to apply concepts of basic algebra and geometry.


• Reasoning Ability: Ability to apply common sense understanding to carry out instructions. Ability to deal with problems involving several concrete variables in standardized situations.


• Physical Demands: Ability to stand and/or walk for a prolonged period of time. Ability to lift and/or move up to 75 pounds. Ability to reach, stoop, and/or crouch; use hands to finger, handle, or feel; reach with hands and arms; talk and/or hear. The employee is occasionally required to sit; climb, balance and stoop; kneel; crouch; and/or crawl.


• Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• Ability to work under variable temperature conditions (or extreme heat or cold), indoors/outdoors, under variable noise levels ranging to loud.