Sales and Marketing Assistant

Highgate Hotels - Key West, FL2.5

Highgate Hotels
Highgate is a premier real estate investment and hospitality management company widely recognized as an innovator in the industry. Highgate is the dominant player in U.S. gateway markets including New York, Boston, Miami, San Francisco and Honolulu. Highgate also has an expanding presence in key European markets through properties in London, Paris, Barcelona, Vienna and Prague. Highgate’s portfolio of global properties represents an aggregate asset value exceeding $10B and generates over $2B in cumulative revenues. The company provides expert guidance through all stages of the hospitality property cycle, from planning and development through recapitalization or disposition. Highgate also has the creativity and bandwidth to develop bespoke hotel brands and utilizes industry leading proprietary revenue management tools that identify and predict evolving market dynamics to drive out performance and maximize asset value. With an executive team consisting of some of the industry’s most experienced hotel management leaders, the company is a trusted partner for top ownership groups and major hotel brands. Highgate maintains corporate offices in London, New York, Dallas, and Seattle.


Located in historic Old Town, Southernmost Beach Resort expands over 6 acres on a serene part of the island with Atlantic Ocean front views, gorgeous Key West architecture, and all the amenities you desire in a beach resort. Just a short walk or bike ride from Key West’s boutique shops, art galleries, eclectic restaurants, and non-stop nightlife, the resort spans over two city blocks and offers guest rooms that are located within easy reach of both the beach and world-famous Duval Street.

Employment Status
This position will assist the Sales Department and Revenue Department in achieving financial objectives through use and knowledge of software applications, maintenance and management of all sales-related client and corporate information records including those on the Internet – potential and existing, and sales/revenue analysis. The Sales/Revenue Coordinator arranges, coordinates and communicates all aspects of group business after the sales process has been completed. This position works closely with wholesale (including OTA) clients in detailing the needs of both individual travelers’ reservations; meetings and events including but not limited to room set up, billing, rooming lists/reservations, resumes and VIP arrangements.

Compile information to assist DOSM and DORM in producing Month End Reports for Group Sales
Run Sales Reports.
Database Management duties applied to all sales related systems.
Manage Delphi to PMS Interface
Optimize room rental charges
Ensure all billing requirements are met
Assist in referring hotel contacts to the sales team to re-book successful functions by executing excellent customer service
Comfortable to perform hotel site inspections and client presentations
Monitor group room blocks and pick up, generate detailed resumes for the operating departments
Must possess the ability to cultivate strong customer relationships, understand hotel catering and rooms operations with strong administrative skills and the ability to multitask and work under a fast-paced environment
Assist sales and revenue team in creating strong, effective, personable and professional communications with prospective and returning hotel clients
Prepare correspondence such as customer appreciation letters, group proposals and contracts and help facilitate promotions
Maintain a par stock of sales collateral as well as a stock of completed sales kits
Report any incidents of guest dissatisfaction or other matters of significance to manager so that corrective measures may be taken
Attend stand up and weekly staff departments as needed
Ensure maintenance problems are promptly reported through proper channels
Make room reservations as needed and ensure delivery of amenities
Process purchase orders and special requests
Enter and maintain all group blocks, rooming lists and rooms in FOSSE
Consistent and on-going audit of group blocks in Delphi and FOSSE
Communicate with sales regarding upcoming group cut-off dates and group wash
Entering and maintaining accurate rooming lists
Communicate with Director of Revenue regarding group room blocks by category to manage hotel inventory
Identify commissionable groups and attain IATA number and/or W9 form for payment
Initiate commission check requests
Prepare necessary reports from Forecast, PACE reports, Lost Business Reports, Inquiries, Booking Reports, Trace Reports
Responsible for daily distribution of guarantee sheets, memos, reader boards and accuracy
Review all group resumes ensuring payment, deposits, etc. routing/billing are correct
Review all group resumes for VIP’s, special instructions, upgrades, etc.
Enter group pickup in Delphi immediately following group’s departure
Produce attrition reports as groups depart based on above group pickup for accounting and group sales manager’s production reports
Ability to work with outside vendors to ensure client satisfaction
Administrative support- Typing, filing, answer phones and distribution of mail
Rate Shop all OTA channels to make sure all channel is in parity with Marriott Website for rates and inventory
Shop the Marriott website for all discounted rates to ensure they are selling proper rates.
Build new rate codes in HPP/Marsha
Build all reservation for all Wholesale and OTA sent directly to property.
Process all commission for the Travel Agent which is not handled by Marriott.
Assist Revenue Analyst in updating revenue reports.
Assist Revenue Analyst in loading rates in HPP and EZYield system.
Upload STR data to
Assist the general manager when needed
Other duties, as required, related to Sales / Revenue related systems or hotel operations
At least three years of progressive experience in a hotel or a related field required
High School diploma or equivalent required
College course work in related field helpful
Must possess computer skills, including, but not limited to, use of MS Word and Excel. Knowledge of Delphi and FOSSE a plus.
At least one year experience in MS Access, including Word, Excel, Power Point or Data Warehousing helpful
Experience in an Internet or Intranet environment helpful
Knowledge of Request For Proposal (RFP) process and/or Corporate Volume Accounts helpful
Experience with Budget, Expense, End of the Month, and Competitive Analysis Reports beneficial
Newmarket Sales & Catering Systems (Delphi) experience preferred
Fosse, Opera, Micros-Fidelio Property and Yield Management Systems experience preferred
RFP Publishers and Internet / Intranet Web Sites experience preferred
Knowledge of Accounting / Purchasing Programs Helpful (e.g. Image Now)
Crystal and Market Vision Report Writers (Delphi reports)
Long hours sometimes required.
Light work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.
Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.
Must be able to multitask and prioritize departmental functions to meet deadlines.
Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
Attend all hotel required meetings and trainings.
Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.
Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.
Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.
Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.
Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.
Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.
Must be able to cross-train in other hotel related areas.
Must be able to maintain confidentiality of information.
Must be able to show initiative, including anticipating guest or operational needs.
Perform other duties as requested by management.