SUMMARY:
The Sales Coordinator is responsible for the overall administrative support of the sales department. This person will work with department managers and associates to ensure the effectiveness and overall success of the department.
The Sales Coordinator shall strive to provide exceptional service to both internal and external guests at all times. S/he will be responsible for exemplifying the Oak Brook Hills Resort Culture as well as promoting Oak Brook Hills Resort as both the Destination and Employer of Choice!
To remain compliant with salary transparency and Indeed's requirement to include pay information, our starting rate has been listed. Oak Brook Hill's Resort & Conference Center has a very competitive pay and incentive plan package.
ESSENTIAL JOB FUNCTIONS:
· Provides administrative support to the sales and catering department, handling all incoming phone calls.
· Opens, sorts, and distributes incoming correspondence, including mail, faxes and email.
· Serves as the sales system administrator, and primary support for the suite of sales performance. This includes daily, weekly, and monthly report development and positing.
· Monitors and maintains corporate standards for successful integration of Delphi related business processes within sales, catering/conference services, revenue management and other related disciplines at the property level.
· Ensure all bookings contain complete and accurate rooms, rate, event and turnover information and are in alignment with final customer contract. Verify all required documents are attached and appropriate traces active.
· Ensure new user training and upgrade/enhancement training standards are maintained.
· Assist Director of Sales with data entry of definite and tentative groups for the monthly forecast.
· Prepares sales correspondence, proposals, contracts and other written documents for sales managers.
· Maintains a clean and organized work area.
· Maintains online sales file cabinet to ensure all contracts, deposits and credit applications are on file.
· Responsible for inventory control of hotel related collateral.
· Distributes weekly reports, including GRC, calendars, pace reports, etc. to the sales team.
· Maintains records for all VIPs, special requests, etc.
· Prepares and distributes site forms for sales managers. Confirms reservations, amenities, room set up requests, etc.
· Assist group sales managers with sales trip preparation (sales kits, amenities, mailings, etc.).
· Assist catering sales manager with floor plans for groups.
· Maintains an up to date working knowledge of all hotel amenities as well as any special events.
· Interacts with hotel staff in a professional manner, assisting other departments with necessary information.
· Support and assist with special projects.
· Responsible for coding all invoices, check requests and purchase orders going out of the department with the appropriate departmental general ledger code. Maintain a monthly log of departmental expenses.
· Perform general office duties and assist other personnel as required.
· Be a clear thinker, remaining calm and resolving problem with good judgment.
· Work cohesively with co-workers as part of a team.
· Work with minimal supervision.
· Maintain confidentiality of departmental information and pertinent hotel data.
· Maintain a professional demeanor at all times and maintain work area in a professional, orderly manner.
· Present a positive company image through all phases of public and/or customer interaction.
· Interface positively with other departments, offering assistance when needed.
Associate is held accountable for all duties of this job and other duties as assigned.
EXPERIENCE & EDUCTION:
· High school diploma required.
· We will train all aspects of the job.
· Aspiration to grow to become a Hotel Sales person or Conference planner.
· Experience supporting more than one executive administratively required.
· Must have strong knowledge of Microsoft Office programs, especially Excel.
· Guest service experience preferred.
· Working knowledge of hotel/resort preferred.
· A good understanding of Sales and Conference Planning procedures preferred.
· Experience with hospitality software preferred.
JOB REQUIREMENTS:
· Must be a United States citizen or possess a valid work permit
· Must have strong financial competence
· Must be able to perform in a highly confidential environment
· Must be able to read, write and speak English
· Must have strong computer skills
· Must be able to work well under pressure
· Must be able to accurately follow instructions, both verbally and written
· Must be highly detailed orientated
· Must have strong organizational skills
· Must be able to work in a fast-paced environment
· Must have excellent listening skills
· Must possesses excellent communication skills
· Must be professional in appearance and demeanor
· Must always ensure a teamwork environment
· Ability to work a flexible schedule that may include evenings, weekends and holidays
· Must have the ability to deal effectively and interact well with the guests and associates
· Must have the ability to resolve problems/conflicts in a diplomatic and tactful manner
WORKING CONDITIONS:
· Must be able to sit for long periods of time
· Must be able to perform simple grasping, fine manipulation, and repetitive hand & arm movements frequently.
· Must be able to bend, squat, crawl, kneel, push, pull, walk on uneven surfaces on an occasional basis.
· While primarily an indoor job, must be able to walk outside in a variety of weather conditions (rain, wind, heat).
· Must be able to climb stairs occasionally, both indoors and outside in a variety of weather conditions (rain, wind, heat).
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow other instructions and perform other work-related duties requested by his or her supervisor.
“Somnium Hospitality Group is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, genetic information, or any other status protected by federal, state, or local law.
We believe our people are the heart of the guest experience and are committed to creating a culture built on integrity, respect, opportunity, and belonging.”
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Referral program
- Vision insurance
Ability to Commute:
- Oak Brook, IL 60523 (Required)
Work Location: In person
