Campus Sales Coordinator

Campus Sales Coordinator

Under general direction, the Campus Sales Coordinator sells, details, and facilitates small catering events at the campus of assigned hotels. This role also provides support as needed to the Campus Sales Team.

Essential Job Functions

• Coordinates the sales and guest interaction with the booking of guestrooms, catering services, and banquet facilities across the campus as directed by the Campus Director of Sales, Assistant Director of Sales, or Sales Managers.
• Negotiates and finalizes contracts and banquet event orders by meeting with clients for the campus properties.
• Researches competing hotels and event spaces, prospects, and networks to surface business.
• Reviews and adjusts catering menus and prices with the General Managers and Campus Director of Sales at minimum twice a year across all campus properties.
• Sells to fill needed dates for guest rooms and meeting space across the campus.
• Attends daily / weekly Sales meetings.
• Provides administrative support to the Sales team across all assigned properties.
• Maintains accurate records of sales activities and customer information.
• Coordinates with clients to gather information and update them on the status of their Groups and Events across the campus.
• Ensures timely delivery of information to clients and follows up on any issues that may arise at any of the assigned properties.
• Follows up with clients after each function to ensure satisfaction.
• Collaborates with other departments such as Front Desk, Housekeeping, and Maintenance at the assigned hotels to ensure a smooth Sales and Catering process.
• Creates welcome letters for arriving VIPs and Corporate accounts.
• Communicates and assigns rooms for Site and Events occurring at the campus hotels to all departments.
• Reviews Group pick-up reports and releases rooms past cut-off date for the assigned properties.
• Completes group resume for packets each week.
• Awards points to groups through Group posting tools.
• Verifies that groups going to the master have sufficient funds to cover stay at campus properties.
• Builds room group blocks in Delphi and PMS systems.
• Answers phone calls and group inquiries for the campus.
• Performs site tours across the campus.
• Creates contracts and proposals for properties.
• Emails rooming lists to clients.
• When applicable, assists the Sales team with prospecting and gathering contact lists for the campus.
• Creates flyers as needed.
• Performs shop calls as requested across the market.
• Schedules and attends off-property site tours representing the campus.
• Prepares invoices for prepayment groups across the assigned properties.
• Updates forecasted and blocked rooms in Delphi after group cut-off dates.
• Enters group pick-up into Delphi after group departure.
• Collects advance deposits for campus properties.
• Processes cancellations.
• Reviews group billing after group departures.
• Prepares "Thank You" letters for campus clients.
• Attendance is a key component of this position.
• Maintains a professional appearance in accordance with Company standards; wears the appropriate uniform or attire.
• Maintains open and effective communication with team members and management.
• Attends and participates in team meetings.
• Adheres to established safety and emergency procedures and protocols, this includes Company, federal, and state specific regulations and guidelines.
• Completes all required Company training / compliance courses as assigned.
• Adheres to Company standards and maintains compliance with all policies and procedures.
• Performs other related duties and responsibilities as assigned.

Education

Experience

Skills & Abilities

This position requires the capability to understand and follow both oral and written directions, as well as the ability to communicate effectively with others in English and interact successfully with internal and external customers.

Travel Requirements

Physical Demands

Work Environment

Disclaimer

This job description provides a general overview of the work