Sales Coordinator

ALOFT Santa Clara

175 rooms | 1,980 sq. ft. meeting/event space

Amenities: pet-friendly property, indoor and outdoor meeting space, gourmet pantry, lively cocktail bar with live music, fitness center, laundry on-site.

A newly renovated, vibrant hotel within the America Center complex, designed for the next-generation traveler. Guests enjoy stylish, tech-forward rooms and convenient access to Levi's Stadium, the San Francisco Bay Trail, and major Silicon Valley corporate offices. A dynamic environment for hospitality professionals serving both business and leisure travelers.

Pay Range:

Job Title: Sales and Catering Coordinator

Department: Sales and Marketing

Supervision Exercised: None

Supervision Received: Director of Sales and Marketing

JOB SUMMARY:

The Sales and Catering Coordinator handles the day-to-day administration duties for the property specific Sales and Catering Department.

JOB DUTIES:

• Point of contact for non-direct calls into the executive office/sales.  Direct calls and email leads to the appropriate sales and catering managers

• Coordinate with Front Office on daily showrooms and communicate the information to all sales and catering managers

• Assign group leads from all lead channels to the appropriate sales/catering managers.  Ensure that all leads are entered into on-property Sales & Catering Software application

• Print and distribute group pick up and group cut off reports on a weekly basis

• Load all new groups and build booking links

• Conduct quarterly audits from Sales Systems and PMS systems to ensure accuracy

• Make reservations for BT managers and input rooming lists for group sales managers

• Pull rooming lists for groups and managers upon request

• Actualize room blocks, catering & banquet functions in the sales system after the group’s departure

• Input meeting planner points for all groups and any project or special corporate travel promotions

• Manage HRI SCORE Program and Brand Referral Program for the assigned hotel (ie. process commission, pickup reports)

• Run daily reports (transaction/ activities/ group in-house reader boards / SALT).  Run weekly reports (BEO/resume/daily events) for all assigned hotels

• Management and upkeep of the Master BEO binder

• Personalize gift certificates, keep paper record in a binder and excel spreadsheet on the J-drive of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individuals

• Assist/Create group resumes for each Sales Manager at least 10 days prior to group arrival and ensure distribution to essential personnel

• Fill out amenities forms and amenity cards for groups and weddings and ensure delivery information is communicated to appropriate departments

• Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around hotel, table numbers, name tents, buffet cards, etc.

• Create breakfast and drink vouchers for Groups, Weddings, Groupon, Living Social, Sports Package, BT, Elite Member Appetizer, etc.

• Handle putting together sales kits or other hotel material like flyers or signs for all assigned hotels

• Create file folders for all the contracts in sales/catering department, and file past groups in the locked file cabinet

• Attends property Staff meetings, and other property specific meetings as requested by the Complex General Manager

• Other duties as assigned

MINIMUM REQUIREMENTS:

Education

• High School Diploma

• 4 year college degree preferred but not required.

Experience

• One year of hotel experience is required, preferably at a hotel brand such as Marriott, Hilton, Hyatt etc.

• Previous hotel sales experience and systems knowledge is preferred.

Skills and Knowledge

• Proficiency in computer programs, including Microsoft Office, is required.

• Ability to communicate effectively with customers and employees of organization.

• Ability to write routine reports and correspondence.

• Manage detailed information in large amounts.

• Highly organized.

• Excellent organization skills, manage time well, correctly prioritizes and if flexible.

• Ability to work well under pressure and meet deadlines.

• Ability to manage outside departments and agencies.

• Strong interpersonal skills and possession of a full understanding of professional business ethics, decorum and social skills.

• Ability to master basic selling techniques.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand and walk occasionally. The employee is occasionally required to sit, reach with hands and arms, climb or balance, and taste or smell. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and ability to adjust focus.

Position Disclaimer: This job description reflects the general nature and level of work performed in this role and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify, add, or assign duties as necessary to meet business needs.

HRI is an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job‐related requirements.