Sales Coordinator at The Carlye, A Rosewood Hotel

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The Carlyle, A Rosewood Hotel is currently recruiting for a Sales Coordinator. The ideal candidate is responsible for the coordination and smooth running of all aspects and functions of the Sales & Marketing Department in accordance with Rosewood standards. Acts as a support function for Director of Sales, Sales Managers, and Director of Revenue Management. This position administratively supports all functions of the Sales Department including coordination of all aspects and functions related to rooms reservations and programs booked in accordance with and to Rosewood standards.

Essentials Duties & Responsibilities

• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Be familiar with all hotel services/features.
• Maintain complete knowledge of hotel operations and rooms.

• Be able to conduct site tours of the property.

• Answer all sales and catering telephone inquiries in a pleasant, courteous, and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager.

• Maintain complete knowledge of clients’ requirements for in-house groups.
• Monitor and handle guest complaints and ensure guest satisfaction.
• Understand all packages/ promotions/ availability and partnerships.

• Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
• Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly environment.
• Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc

• Work with other departments, Sales, Finance and Operations to ensure successful handling of group and event business and timely collection of bills.
• Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint
• Use Salesforce (Delphi DFC) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses, as necessary.
• Ensure that all entries in Salesforce (Delphi DFC) are accurate including setting up a file trace system for each booking.
• Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis.
• Process all purchase orders and special requests.
• Weekly update GRC for scheduled meeting.
• Run resume and pre-con meetings with clients and hotel in conjunction with Operations and Sales Managers as required.

Reservations Tasks:

• Review and action CRO comments in new reservations.
• Liaise with CRO to approve adjoining availability
• Daily review of all new, modified, and cancelled reservations to ensure accuracy and syncing into Opera PMS.
• Ensure rates match market codes and document exceptions.
• Review arrivals to ensure company profiles are attached and to review/assign consortia upgrades, when applicable.
• Build and maintain Group Blocks in OPERA - load notes and traces into PMS for all group guests.
• Accurately input group rooming lists.
• Organize and coordinate check-in/pre-registration procedures for arriving groups.
• Confirm reservations and cancellations.
• Attend weekly meetings as needed (revenue, SAG, etc.)
• Communicate all last-minute changes, additions, and cancellations of groups to hotel.
• Coordinate all group sales by tracking inventories and billing instructions
• Make room reservations as needed
• Provide prompt, courteous, and efficient handling of requests for guest room reservations, changes, cancellations, and information.
• Manage rate code restrictions within Synxis.
• Liaise with Distribution to ensure proper loading of rates and rate descriptions.
• Manage and send updates for confirmation email changes.
• Compile and roll-out Central Reservations training material.
• Build, attach, and monitor package setup in Opera PMS.

All other duties as required.

Qualifications

Experience: Preferred 1-2 years’ operational or administrative experience for a luxury or ultra-luxury hotel/resort. Preferred work experience to be in the Sales, Marketing, Reservations, Catering.

Education: High school diploma or equivalent education required. Bachelor’s Degree or an equivalent degree in Hotel Management preferred.

General Skills: Must be able to perform job functions with attention to detail, speed, and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

Technical Skills: Advanced math skills; ability to produce complex reports using room data and Microsoft Excel. Knowledge of accommodating room capacities; knowledge of all styles of room set-ups, standard equipment involved and proper handling of such; knowledge of organizing set-up requirements from information on Resumes and BEOs; knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces; familiarity with cost controls; ability to ascertain departmental training needs and provide such training; ability to direct performance of staff and follow up with corrections when needed.

Language: Required to speak, read, and write English, with fluency in other languages preferred.

Physical Requirements: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

Systems Knowledge: Previous Opera and Salesforce (Delphi DFC) systems experience is preferred. Proficient with Windows Office, Excel, Outlook, Powerpoint, Publisher. Ability to trouble shoot reservations and systems issues.

Schedule: Flexible availability is required for this position to include days, evenings, weekends, and holidays.

Licenses & Certifications: None required.

ABOUT THE CARLYLE, A ROSEWOOD HOTEL

Built in 1930, The Carlyle, A Rosewood Hotel is a New York City luxury hotel that exudes charm and elegance. For generations, it has been the “home away from home” for world leaders, celebrities and sophisticated travelers. Guests discover remarkable privacy, luxury and impeccable service from this award-winning property. The Carlyle has consistently been recognized as one of the top hotels to stay by the world’s leading publications, travel magazines and consumer organizations.

ABOUT ROSEWOOD HOTEL GROUP

Rosewood Hotel Group, one of the world’s leading hotel companies, encompasses three brands: Rosewood Hotels & Resorts®, New World Hotels & Resorts® and KHOS™. Its combined portfolio consists more than 40 hotels in 19 countries. Known for distinctive, refined service in cultures throughout the worlds. We want to be progressive in our service yet remain timeless. Whether you work with us to stay with us, Rosewood Hotel Group creates enduring relationships in engaging environments.

The group’s foundation is its commitment to “Relationship Hospitality” – a belief that true hospitality springs from the nurturing and building of strong and lasting relationships with fellow associates, guests, partners and the communities in which its hotels operate. By doing so, Rosewood Hotel Group strives to become the industry leader in delivering the true meaning of hospitality.

Hourly Rate : $33 - $35 per hour

Competitive Benefits

• Medical, dental, vision and retirement benefits
• Paid holidays
• We encourage personal and professional growth. Continue the Rosewood Journey through global talent development opportunities.