JOB SUMMARY      Reporting to and supporting the efforts of the Director of Business Travel & Leisure Sales and Travel Industry Sales Manager. Coordinator is responsible for coordinating and assisting in the daily operations of the Sales and Marketing team and providing direct administrative support and assistance to the team members noted as well as working in collaboration with the coordinator team to assist as necessary. Telephones - Assist with answering telephones within 3 rings for the Sales and Reservations Office and directing calls appropriately.Leads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and Events Manager.Provide administrative support to the Sales and Events Team including merging letters of agreement, distribution of all event orders and resumes   Assist in maintaining an accurate client data base in Opera and log activitiesAmenities - Process amenity requests in ALICE and assure note card from Manager is brought to IRD. Set traces for any amenity packages booked including luxury programsSites - On the day of a scheduled site visit, the coordinator must pick up site keys from the security desk, check assigned guestrooms to ensure that they have been turned over and present well, check all public/meeting space for any trash or out of place items and ensure all the lights are on. Should a manager require, site gifts should be put together for the client by the coordinator to be presented during the site. Coordinator to be trained on conducting a general site visit of the hotel should there be a pop up request or manager is unavailable.Meet and greet appointments in the lobby as necessary and transition to the correct sellerReports - Prepare reports daily to include:VIP arrivals for next day  Reservations Made YesterdayAMEX Hotel Collection next day arrivals for mystery shop program. Send pre-arrival messages to AMEX Hotel Collection guestsTravel Agent ArrivalsALL Loyalty Promotion arrivalsMonth End Reports for Director’s review and approval  Other reports as neededWork with luxury program travel agents to detail bookings and set up customized experiences for each guest and travel agent.Create newsletters and maintain client databases for routine email blastsCreate sales presentations on hotel and city of BostonParticipate in hotel and sales training programs when applicableMaintain current sales and promotion literature including selling kits, supplies and iPad collateral. Assist in creating digital promotional literature and distributing to clients to prospect.Conduct research on corporate accounts including “shop calls” to competitive hotels to gain current market availability and rate information, research on office building tenants, and Linkedin to find contacts.Enter content in RFPs using Cvent and create letters of agreement for business travel accountsManage commission inquiries payouts as neededCoordinate Charitable Donations programOrder and stock office supplies, collateral, and giveaways for Sales and Events Team and Executive Office.  Prepare purchase requisitions for departmental supplies through Birch Street.Provide back up to other Coordinators in Sales and Events as appropriate  Train in all coordinator tasks to assist as necessary and train peers on job duties to develop strong cross trained teamAttend meetings, take minutes and draft notes as requiredHave a complete knowledge of hotel services and accommodationsMaintain regular attendance, as required by scheduling, and in compliance with hotel standardsApproach all encounters with guests and employees in a friendly, service-oriented mannerEnsure prompt and courteous service is extended to both internal and external customersComply at all times with hotel standards and regulations to encourage safe and efficient hotel operationsMaintain high standards of personal appearance and grooming, adhering to the proper dress code and wearing nametag while working
