Sales Coordinator

Who We Are:

Discover a hotel in Austin, TX that feels worlds away, where touches of Amafi Coast and Texas mix to inspire a lifestyle like no other. A joy for living and a call into nature are found here. After an afternoon spent sipping prosecco on the patio or watching the sunset beside the sparkling pool, you'll start to feel like you've found yourself on a holiday abroad, even though you're just minutes from downtown. That's what Hotel Viata is all about! Although we're close to downtown Austin, the undisturbed beauty of the Texas Hill Country surrounds us. With day trips and evening activities, explore the enchantment of our location with a renewed sense of wanderlust. Whether you're looking for wineries, farmers markets, or botanical gardens, our curated Hill Country experiences offer memorable opportunities for all.

Are you ready to take your career to the next level? Apply Today!

Position Summary:

Supports and assists the sales and event team with maximizing business opportunities and streamlining day-to-day processes. Organizes and manages general office duties (i.e. answering phones,

filing, mail, email, copying, scanning, etc.). Prepares and distributes sales-related documents (i.e. proposals, contracts, lead distribution and turnovers); manages reservations, VIP arrivals, special events;

and, prepares a variety of reports. Provides professional service to gain a high level of guest confidence and satisfaction. Enters information into software platforms and runs departmental reports.

Duties & Responsibilities

Daily Tasks:

• Welcomes guests/callers in a hospitable and professional manner, answering questions and responding to requests. Provides information about the hotel, local area attractions, and hotel amenities. Replies to all inquiries. Forwards calls to appropriate team members/departments.
• Serves as primary lead catcher qualifying, entering necessary information into Delphi, and assigns business opportunities to appropriate sales manager based on sales deployment.
• Assists with the preparation and assembly of sales/marketing information such as site visit alerts, proposals, and contracts.
• Assists team with sales research and planning activities such as customer mailings, gathering information about competition's programs, and performing basic market-related analysis.
• Maintains records by entering required sales, reservation, and account data into software platforms like Amadeus Delphi, Synxis, Infor, CVENT, PartnerNet, Sertifi.
• Updates and maintains collateral and information on sales channel partner portals.
• Runs and prepares all necessary sales reports on a weekly, monthly, quarterly, and annual basis.
• Effectively deals with internal and external customers, some of whom may require a high level of patience, tact, and diplomacy. Collects accurate information and resolves conflicts. Keeps immediate supervisor promptly and fully informed of any issues of concern, potential safety issues, or unusual situations that require prompt corrective action to be taken.
• Communicates with other departments to fulfill guest needs.
• Resolves guest complaints within the scope of authority; otherwise, refers the matter to management. Notifies supervisor and/or Security of all unusual events, circumstances, missing items, or alleged theft.
• Maintain par levels and order office supplies, promotional items, etc.
• Facilitate VIP amenities for any VIP arrivals checking in with Group Rooms Coordinator.
• Forwarding & checking team member's voicemails when not in the office.

Weekly Tasks:

• Run group sales pace report.
• Run & distribute sales manager production pace reports.
• Maintain PAR level of business cards, collateral, promotional items, etc.
• Manage In-House meeting requests. Detail and distribute BEOs to appropriate departments.

Monthly Tasks:

• Run & distribute month-end sales manager production reports.
• Run & distribute BT/Consortia SynXis Reports tracking production.
• Run reports to support monthly PHG Seller Productivity Report.
• Organizing and supporting monthly sales meetings.
• Manage monthly departmental appreciation effort.
• Attend monthly safety committee meetings.

Quarterly Tasks:

• Run quarter-end group, catering/banquet, and BT/Consortia production report.
• Run reports to support quarterly or half year PHG Meetings.
• Quarterly BT Mixer to include existing local BT account contacts and their VIPs locally or in-house. Also, invite local prospective BT accounts.

Annual Tasks:

• Support the director of sales running reports for the annual budgeting process.

Additional Items:

• Improves job knowledge by attending training sessions directed by the director of sales.
• Cross Training in other departments, such as Reservations and Front Desk, may be required and may assist those functions as needed.
• Training on Agency 360 and how to utilize in running production reports.
• Training on STR Report & CoStar to understand these tools.
• Understand, review, and revise SOPs, like Rate Loading SOP, Group & Catering Billing SOP
• Attends meetings as required, i.e. monthly sales meetings, safety committee meetings, and weekly Leadership meetings.
• Follows all safety policies and procedures.
• Reports potential safety issues to the manager whenever observed and takes immediate action to resolve them in emergency situations.
• OSHA laws require the use of Personal Protective Equipment (PPE) when performing work duties that have the potential risk to your health or safety. Team members will be trained to properly use and care for assigned PPE. The hotel provides the required PPE. The team member is responsible for reporting defective, damaged, or lost PPE or equipment that does not fit properly to their supervisor.
• Maintains strict compliance with the hotel's Hazardous Material (HAZMAT) program and familiarizes with current MSDS.
• Notifies management of unsafe conditions, needed maintenance of any equipment, and any accidents.

Note: This job description is not intended to be all-inclusive. Team Members may perform other related duties as required to meet the ongoing needs of the organization. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

Qualifications (relevant experience, education, and training):

• One to two years of customer service experience at a comparable hotel or setting.
• Hotel/Hospitality experience desired.
• Must have excellent customer service/communication skills to work with callers of

various social, cultural, economic, and educational backgrounds for the purpose of

resolving problems/complaints and providing a high level of guest satisfaction.

• Requires ability to perform basic math skills such as addition, subtraction,

multiplication, and division.

• Requires good working knowledge of Microsoft Office applications (including

Outlook, Word and Excel); copier/scanner/printer, and ability to learn and operate hotel computer systems. Delphi FDC experience desired.

• Strong attention to detail and the ability to handle multiple tasks. Must be able to

solve problems and remain calm and alert if dealing with difficult guests, during busy

activity periods, or in an emergency situation.

• Must be able to speak, read, write, and understand English to understand

instructions, and safety rules, prepare sales materials and communicate with guests.

• Able to work independently with minimal guidance and as part of a team.
• Due to the cyclical nature of the hospitality industry, team members may be

required to work varying schedules to reflect the business needs of the hotel. Work

schedules will include working on holidays, weekends, and alternate shifts.

• Completes all required training as scheduled.
• Must maintain a clean appearance and professional demeanor.

Special Skills & Abilities/Mental and Physical Demands:

While performing the duties of the job, the team member regularly sits for sustained periods of time. Frequently stands or walks from one work area to another. While performing the job duties, the team member frequently uses their fingers to enter data into a computer or operate office equipment. The team member occasionally grasps objects. The team member frequently reaches by extending hand(s) and arm(s) in any direction. The team member occasionally stoops and crouches. The team member regularly talks when communicating with guests/callers. The team member must regularly hear voices while interacting with guests/callers. Exerts up to 25 pounds of force occasionally when moving supplies or materials. The team member must have close visual acuity to prepare and analyze data and figures and view a computer terminal. The team member must have visual acuity to determine the work's accuracy, neatness, and thoroughness and make general observations of facilities.

Other details

• Job Family PHG Hotels
• Pay Type Hourly

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