Hotel Sales Coordinator / Marketing Coordinator Duties And Responsibility

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Job Description, Duties, Interview Questions and Salary for Hotel Sales Coordinator

As a hotel sales coordinator, your primary responsibility will be to assist the sales team in promoting the hotel’s services and amenities to potential clients. You will be responsible for maintaining and updating the sales database, preparing sales reports, and coordinating with the hotel’s various departments to ensure that all client needs are met.

Additionally, you will be responsible for managing the hotel’s social media accounts, creating marketing materials, and organizing events to showcase the hotel’s offerings. To be successful in this role, you will need excellent communication and organizational skills and a passion for hospitality.

A degree in marketing, business administration, or hospitality management is preferred, and previous experience in sales or event planning is a plus. If you are a highly motivated self-starter who enjoys working in a fast-paced, dynamic environment, we encourage you to apply for this exciting opportunity.

Should assist in selling guest rooms, catering services, and banquet facilities as directed by the Director of Sales. Also provide high-level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data, resolving guest issues, and performing clerical functions.

Sales Coordinator Duties and Responsibilities:

  • Answer telephone and respond to caller inquiries in a pleasant manner.
  • Answer client/booker’s questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants, etc.)
  • Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
  • Responsible for coordinating internally with the sales & marketing team.
  • Generating reports, preparing proposals, collecting details, and coordinating with clients & suppliers.
  • Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders, CVGR letters).
  • Gather materials and assemble information packages (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir, etc.).
  • Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
  • Manage and maintain sales executives’ and manager’s schedules, appointments, and travel arrangements.
  • Assist sales team by managing schedules, filing important documents, and communicating relevant information.
  • Arrange and coordinate meetings, events, and any appointments.
  • Record, transcribe, and distribute minutes of meetings.
  • Interaction with clients regarding leads, hotel needs, and client travel.
  • Meets with clients in the absence of the Director of Sales or Sales Managers to ffectively nd professionally convey details of the sale to the client.
  • Perform hotel site tours with potential clients.
  • Monitor, screen, respond to, and distribute incoming communications.
  • Design, upload, extract, and maintain customer databases.
  • Create and manage Company and Travel Agent profiles on the property management system.
  • Should know the process of merging profiles.
  • Load and Manage Rate Codes to the Hotel Software, And link the negotiated rates to the correct company profiles.
  • Print Daily Sales reports for each sales manager and submit them to the Director of Sales.
  • Print Sales manager productivity reports for each sales manager and submit them to the Director of Sales.
  • File and retrieve documents and reference materials.
  • Conduct research and collect data to prepare reports and documents.
  • Utilizes efficient sales strategy for the maximization of hotel revenue.
  • Coordinates necessary arrangements with vendors relating to sales.
  • Establishes strong relationships with vendors to ensure maximization of hotel revenue.
  • Ensures all documents produced by the Sales Department (i.e. BEOs, contracts, rooming lists, proposals) are completed accurately and on time.
  • Respond to complaints from customers and give after-sales support when requested.
  • Ensure the adequacy of sales-related equipment or materials are available at all times.
  • Other duties as assigned by the Director of sales or the management.

Prerequisites:

  • Speak with others using clear and professional language.
  •  Prepare and review written documents accurately and completely.
  •  Working knowledge of standard office administrative practices and procedures.
  •  Excellent customer service skills.
  •  Able to effectively communicate in English, in both written and oral forms.
  •  Be friendly, customer-centric, smile, and able to work in a team environment.

Education:

Diploma or degree in business management, Good computer skills; proficient in the use of Microsoft Office (Word, Excel, Powerpoint, Access) and Knowledge of sales and marketing modules like Delphi, Opera S&M, Protel S&M, etc.

Experience:

Two or more years of experience working in a hotel, clerical, or sales. Previous experience working in a similar role.

Interview Questions for a Hotel Sales Coordinator Position:

  1. Can you provide an overview of your experience in hotel sales coordination, and what specific tasks or projects have you been involved in within this role?
    • This question assesses the candidate’s relevant experience and understanding of hotel sales coordination responsibilities.
  2. How do you manage and prioritize multiple tasks related to hotel sales, such as responding to inquiries, coordinating site visits, and preparing sales materials?
    • Evaluates the candidate’s organizational and multitasking skills in a hotel sales context.
  3. Can you share an example of a successful hotel sales coordination project you led, and the impact it had on attracting and securing business for the hotel?
    • This behavioral question assesses the candidate’s practical experience and outcome-oriented mindset.
  4. How do you collaborate with the sales team, hotel staff, and clients to ensure smooth communication and coordination throughout the sales process?
    • Assesses the candidate’s teamwork and communication skills in a cross-functional environment.
  5. Have you been involved in organizing and coordinating events or promotional activities to support hotel sales initiatives, and how do you ensure the success of such initiatives?
    • This question evaluates the candidate’s involvement in event coordination and promotional efforts.
  6. What measures do you take to maintain accurate and up-to-date records of client interactions, contracts, and sales-related data in a hotel sales context?
    • Assesses the candidate’s attention to detail and data management skills.
  7. How do you handle client inquiries and requests, ensuring a high level of customer service, and how do you address challenges to meet client expectations?
    • This question evaluates the candidate’s customer service skills and problem-solving ability.
  8. What sales or CRM software have you used in your previous roles, and how do you leverage technology to enhance sales coordination processes in a hotel setting?
    • Knowledge of relevant technology is important. This question helps gauge the candidate’s technical proficiency.

Salary for a Hotel Sales Coordinator Position:

The salary for a Hotel Sales Coordinator can vary based on factors such as location, the size and prestige of the hotel, and the candidate’s level of experience. As of January 2024, the average salary for a Sales Coordinator in the United States ranged from $40,000 to $55,000 annually.

It’s important to note that salary ranges can change, and it’s advisable to research current salary trends using industry reports, salary surveys, and job boards specific to your region and the hospitality sector. Additionally, consulting with local HR professionals or recruitment agencies can provide insights into the current compensation landscape for Hotel Sales Coordinator positions.

The Sales Coordinator's primary role is to perform general office duties to support the Sales & Marketing team e.g. filing, sending emails, typing, faxing, copying, loading special or negotiated rates onto the property management system, and Maintaining Customer and company profiles.

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