The Hotel at Auburn University
  • Auburn, AL, USA
  • Full Time

PLACE OF WORK:

 

Sales Office area and occasionally out of office supporting Sales Manager(s) directly and indirectly with clients.

 

JOB OVERVIEW:

 

Sales Coordinator is responsible for directly assisting/supporting all sales managers via the following (but not limited to) capacities:

  • "administrative duties" including/not limited to: filing, answering phones, typing correspondences, taking messages, copying, faxing and over-nighting materials when needed.
  • Directly/indirectly supporting sales managers with client/account needs/requests.
  • Liaison with reservation departments on behalf of group reservation needs.
  • Telemarketing/prospecting new business potential for sales managers to further pursue.
  • Complete and distribute Social Room Block Only Group Resumes and amenities.

 

REPORTS TO:

 

Director of Sales and Marketing and Sales Managers

 

KEY RELATIONSHIPS:

 

Internal: Sales Managers, DOSM, Conference Services Managers, Sales and Executive Administrative Assistants, Reservations, Front Office,

External: Hotel clients/accounts, Hotel guests

 

SPECIFICIATION:

 

Requirements are representative of minimum levels of knowledge, skills, and/or abilities or aptitudes to perform each duty proficiently.             

Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

 

 

QUALIFICATIONS:

 

Essential:               

  1. High School Graduate
  2. Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
  3. Must have the ability to clearly and pleasantly communicate with guests, both in person and by telephone.
  4. Must have excellent communications skills: verbal and written.
  5. Ability to compute basic mathematical calculations.
  6. Intermediate knowledge of computers and various basic office equipment.
  7. Detail oriented.
  8. Multi-task skills.
  9. Positive/Team player attitude.
  10. Strong relationship extension.

 

Desirable:

  1. A college education or training in the hospitality industry.
  2. Previous experience in hotel sales office environment that included supporting the sales managers  

     with their direct sales efforts.

  1. Previous experience with hotel reservations as it pertains to group room blocks and reservations.
  2. Previous direct sales and/or telemarketing-prospecting for new business.  

    

           

SKILLS:

 

Essential:

  1. Ability to utilize computer and basic office software (such as Microsaoft Office - Word and Excel).
  1. Ability to focus attention on guest needs, remaining calm and courteous.
  2. Ability to understand guest inquiries and provide responses.
  3. Ability to promote positive relations with all individuals who come in contact.
  4. Ability to think clearly, quickly, maintains concentration and makes concise decisions.
  5. Ability to prioritize, organize and follow up.
  6. Ability to focus attention on details.
  7. Ability to maintain confidentiality of all guest information and pertinent hotel data.
  8. Ability to work well under pressure within any given period of time, which includes coordinating several requests at any given time multi-task oriented.
  9. Ability to perform job functions with minimal supervision.
  10. Ability to work cohesively with other departments and co-workers as part of a team.
  11. Ability to be flexible as the job demands warrant.
  12. Ability to analyze and resolve problems exercising good judgment.
  13. Ability to work flexible hours, including weekends, holidays and evenings if necessary.
  14. Must have professional image and personality exuding confidence and leadership skills.
  15. Be an ambassador to hotel at all times, in and outside of one's workplace.

 

 

 

ESSENTIAL JOB FUNCTIONS:

 

Maintain complete knowledge of:

 

  1. Maintain complete knowledge and comply with all hotel and policies and procedures.
  2. Set up work stations with necessary supplies; maintain cleanliness throughout shift.
  3. Re-order supplies and maintain appropriate par levels.
  4. Promote positive relations to all individuals approaching and communicating with the Guest Request Areas
  5. Access all functions of computer systems/software according to established procedures and standards.
  6. Answer the telephone within 3 rings, using proper telephone etiquette.
  7. Provide callers with accurate information on hotel facilities and services
    1. Offer detailed information on the voice mail system to callers and guests wishing to leave a message.
    2. Monitor, send and distribute guest faxes.
  8. Place calls on "hold" only after agreement from caller.
  9. Communicate pertinent client/account information to designated departments/personnel.  
  10. Assist all departments in obtaining appropriate information regarding groups' inventory and guest information.
  11. Complete designated reports.
  12. Help identify defects and assist in resolutions.
    1. Successful completion of the training/certification process.
    2. Perform any task/project assigned by any sales manager.
    3. Respond to emergency situations calmly and effectively, according to hotel guidelines

 

SECONDARY JOB FUNCTIONS:

  1. Provide guestroom and hotel tours once full-trained by Sales Manager to do so and only when a Sales Manager/CS Mgr is not available and has asked you to conduct a site/tour on their behalf.

 

 

NOTE: A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

The Hotel at Auburn University
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