Sales and Reservations Coordinator

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POST DATE 9/13/2016
END DATE 10/13/2016

Sheraton Suites Wilmington Downtown Wilmington, DE

Wilmington, DE
AJE Ref #
Job Classification
Full Time
Job Type
Company Ref #
Mid-Career (2 - 15 years)
High School Diploma or GED


POSITION SUMMARY:The Company operates 24 hours a day and 7 days a week, so operational demands require variations in shift days, starting and ending times, and hours worked in a week. The Sales and Reservations Coordinator position provides administrative support for the Sales Management staff including greeting visitors, answering the telephone, data entry, gathering data, compiling reports, maintaining files and preparing correspendence. Promptly reports emergencies, accidents, injuries, missing articles, damage, engineering items and safety hazards to management. Reports any deviations from policies, procedures, brand standards and regulations to management. Complies with all guest service basics such as uniforms, name tags and proper guest greeting. Knowledgeable on hotel facilities and services to assist guests as appropriate. Ensures all communication containing Company, hotel, brand and guest information is consistent with privacy policies, practices and regulations. Impresses guests with quality and timely service in a pleasant and friendly manner.______________________________________________________ ESSENTIAL FUNCTIONS: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Operates a computer as an administrator and data-entry to include: ISAC group room blocks, function space. Produce drafts, edits, revision, letters, reports, contract, BEO's, resumes' and allother documents as required by SM's & DOSM. Put together BEO & Resume' packets for weekly Staff meeting. * Establish, maintain and update files, weekly forecast, records and other documents (i.e. 10 Day Forecast, LNR Tracking Spreadsheet, Legal Tracking & YOY Pace, Expected (corp.) Arrival Report, Group Cut-off Report, Reader boards). * Communicates with clients regarding reservations, rooming lists, F&B details, payments. * Order office supplies for hotel. * Greet and direct visitors and answer, screen and route phone calls. * Sort, screen and distribute incoming mail. * Manage In-House reservations. * Resolve routine administrative problems and answer basic inquires. Provide direct customer contact as first point of contact with a thorough knowledge of all Hotel facilities and services. * Maintain accurate, legible records and files to ensure future and current quality service and enhance future prospects. * Coordinate in-house meetings, with relations to catering, outlets, rrom assignments, credit arrangements, and other related requests. * Attend departmental meetings as scheduled. * Consistent professional and positive attitude and actions when communicating with guests, vendors and associates. *Report any incidents of guest dissatisfaction or other matters of significance to management so that corrective measures may be taken. * Comply with policies and procedures. Practice safe work habits and comply with sanitary, safety, security and emergency procedures. Write shift reports including reports on any incidents of theft, accidents or injuries when assigned. * Perform special projects and other responsibilities as assigned. Participate in task forces and committees as requested. * Participate in community and professional organizations to maintain high visibility and promote sales as requested. Any and all other tasks / duties as requested by management. QUALIFICATIONS The Company may consider equivalent combination of acceptable education and experience providing the knowledge, skills and abilities cited below. Education and Experience: High school education plus three or more years of hotel and/or sales experience. Experience in the hospitality industry with focus in Sales and knowledge of common industry terms and practices preferred. Skills and Abilities: Ability to type 50 or more words per minute along with Microsoft Office fluency - Word, Excel, Power Point, Outlook. Ability to timely compile facts/figures, identify and investigate issues and resolve matters.Ability to follow an appropriate course of action based on managements direction and Company policies and procedures. Ability to operate a computer, calculator, phone and other office equipment. Attention to details with strong organizational and efficient time management skills. Consistent professional attitude and behavior with effective listening and strong communication skills. Ability to work in a fast paced environment, sometimes under pressure, while remaining flexible and efficient. Ability to satisfy the legal requirements for employment within the jurisdiction. Working Conditions & Physical Effort: Work is normally performed in an interior hotel environment. While performing job duties, the associate speaks, listens, completes documents, processes requests and operates office equipment such as a telephone, calculator, computer, copier and fax. Physical requirements include extended periods of standing and/or walking, bending, reaching, pulling, pushing, kneeling, and lifting up to 50 pounds. The job requires close vision with or without corrective lenses. This position may be required to operate a motor vehicle.