Reporting to Regional Director of Sales & Marketing and supporting the efforts Group Sales Team, Transient Sales Team, and Marketing Sales Team as well as the overall sales & marketing team. 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. Responsibilities:Telephones - Assist with answering telephones within 3 rings for the Sales and Reservations Office and directing calls appropriatelyLeads - Assist Sales and Events team by monitoring all lead sources and distribute leads to appropriate Sales and Events ManagerProvide 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 and assure note card from Manager is brought to private dining. Manage and track amenities contract within luxury programs and on an ad hoc basisSites - manage site keys, check assigned guestrooms and meeting spaces to ensure that they present well, and manage client gifts. Conduct general site visits of the hotel should there be a pop-up request or manager is unavailableMeet and greet appointments in the lobby as necessary and transition to the correct sellerReports - Prepare reports daily for Director’s review and approvalWork with luxury program travel agents to detail bookings and set up customized experiences for each guest and travel agentCreate newsletters and maintain client databases for routine email blastsCreate sales presentations on hotel and city of BostonParticipate in hotel and sales training programs when applicableWork with Director of PR to assist with internal communications to spread word about hotel and restaurant news with colleagues, including designing collateral.Maintain current sales and promotion literature including selling kits, supplies and iPad collateral. Assist in creating digital promotional literature and distributing to clients to prospectConduct 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 contactsEnter 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 StreetProvide 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 teamHandle all event order processing for any in house meetingsEvent Order and Resume DistributionOther tasks as neededAttend meetings, take minutes and draft notes as requiredAssist in implementing special promotions relating to direct sales segments, i.e. parties, sales blitzes, etc.Assist in the preparation of required reports in a timely manner. Other reports as needed specifically tasked with full knowledge of Opera Sales & Catering system and running of reportsDevelop a full working knowledge of the operations of the hotel, including Food and Beverage, Guest Services and Reservations.Develop a complete knowledge of company and department sales policies and SOP’s and ensure knowledge of and adherence to those policies by the sales team.Maintain 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 workingOther administrative duties as assignedMust be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.Must be able to understand and evaluate complex information, data, etc. from various sources to meet appropriate objectives.Must be familiar with and able to easily interpret contractual language.Must be able to maintain confidentiality of information.Perform other duties as requested by management.
