Job Summary
The Commercial Sales Coordinator provides vital administrative, operational, and organizational support to the entire Commercial Division (Sales, Events, Marketing, and Revenue Management). Acting as the central hub of communication, this role ensures smooth inter-departmental workflow, manages databases, processes contracts, assists with marketing assets, and prepares critical revenue reports. This is a fast-paced role requiring exceptional multitasking, attention to detail, and a proactive attitude.
Key Responsibilities by Department
1. Sales & Events Administration
- Inquiry Handling: Act as the first point of contact for incoming sales and event leads; log inquiries accurately in the CRM and distribute them to the respective managers.
- Proposal & Contract Support: Draft proposals, Group Sales Agreements, and Event Orders (EOs) based on templates provided by the team.
- Site Inspection Prep: Coordinate VIP amenities, show-rooms, and welcome materials for prospective clients visiting the hotel.
- System Management: Maintain and update the sales/catering database (e.g., Opera Sales & Catering, Delphi) to ensure client data and booking statuses are accurate.
2. Marketing Support
- Collateral Coordination: Organize and maintain inventory of sales kits, brochures, branded giveaways, and digital marketing assets.
- Social Media & PR Admin: Assist the marketing team with scheduling social media posts, tracking media coverage, and preparing press kits.
- Promotion Assembly: Help proofread and coordinate the distribution of flyers, menus, and e-newsletters to clients.
3. Revenue Management Assistance
- Data Gathering: Extract daily, weekly, and monthly system reports (e.g., pickup reports, pace reports) from the PMS for the Revenue Manager.
- Competitor Tracking: Assist in gathering data on competitor pricing and market trends as requested.
- Rate Loading Coordination: Cross-check that rates, packages, and promotions are accurately communicated to the reservations team for system loading.
4. General Division Administration
- Meeting Management: Schedule weekly commercial/revenue meetings, prepare agendas, and take detailed minutes.
- Expense & Commission Tracking: Process department invoices, track expense reports, and coordinate travel agent commission payouts with the finance team.
Required Skills & Qualifications
- Experience: 1–2 years of administrative or coordinator experience, ideally within a hotel front office, reservations, or sales department.
- Technical Skills: High proficiency in Microsoft Office (Excel, Word, PowerPoint). Experience with hotel systems like Opera PMS, Delphi, or equivalent CRMs is highly advantageous.
- Organizational Mastery: Exceptional time-management skills; ability to prioritize tasks coming from four different department heads.
- Communication: Flawless written and verbal communication skills; professional telephone manner and presentation.
- Discretion: Ability to handle highly confidential revenue data, client contracts, and payroll/expense information with integrity.