Sales Coordinator
About the job
Job Description
Provide clerical and administrative support for the Sales & Marketing Managers, including computer input, filing, tracing, preparing, and printing reports, maintaining manager files and departmental records/logs. Will provide clerical and administrative support to Sales & Marketing Team. This position is responsible for ensuring that group inventory is accurately and efficiently maintained in Account Management system (Delphi.fdc/Amadeus). The position will be responsible for responding to initial group inquiries, qualifying wedding/social inquiries, and generating various group reports, proposals, and contracts. Daily communication with Reservations, Conference Services Team, Sales and Catering Managers, Marketing Manager and Accounting will be an integral part of the position. This position will act as a liaison between clients and resorts when necessary.
Essential Duties and Responsibilities - (Key Activities)
• Respond to all wedding and group inquiries (i.e., initial contact)
• Respond to all leads through internal & external sites such as eProposal, CVENT, Starcite, etc.
• Manage the preparation & distribution of proposals, contracts, and contract addendums.
• Communication with wholesale partners in sending out annual contracts, closeouts, and policy updates.
• Assist with reservations for Travel Industry Partners, Elite, FHR and Consortia requests.
• Create bookings, inquiries, activities, and transactions in Delphi (Amadeus)
• Responsible for distributing site inspection forms and assisting with Site Inspections & for the Sales &
Marketing team
• Coordinating, orchestrating, and hosting property, media, and familiarization trips and activities.
• Prepare correspondence to customers, internal booking reports and file maintenance of the Group
Sales/Catering Database (Delphi.fdc). (i.e.: Enter new contacts and accounts into Delphi after sales calls)
• Turn contracts over to property and enter deposit schedules into Delphi.
• Enter group pick up in Delphi for Group Sales teams once the group has departed.
• Assist and submit timely monthly reports to Director of Sales | Director of Sales & Marketing.
• Ensuring monthly expenses are processed through accounting systems and purchase orders are raised and
confirmed.
• Managing Complimentary Stay requests in collaboration with Reservations and Front Office
• Assist Sales Team with their clients when they are out of the office, including sick days, vacation days or
business travel.
• Maintain a respectful working relationship with on-property colleagues and facilitate flow of communication.
• Participate in scheduled sales meetings and leadership training sessions as required.
• All other duties as required.
Required Skills -
• Requires strong communication skills, both verbal and written. (Required to speak, read and write English)
• Ability to communicate customer needs and resolve complaints independently.
• Ability to act independently with minimal supervision.
• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Applications,
Opera, and Delphi.
• Math skills, as well as budgetary analysis capabilities required.
General & Technical Skills -
• Perform job functions with attention to detail, speed and accuracy.
• Prioritize, organize and follow-up on all work assignments.
• Ability to meet deadlines & follow directions thoroughly.
• Understand guest service needs.
• Work cohesively with co-workers as part of a team
• Maintain confidentiality of guest and client information and pertinent hotel data.
• Exceptional interpersonal skills - able to represent the property in a professional manner.
• Familiarity with preparing statistical reports, proposals and contracts.
Experience & Qualifications-
• Desirable to have previous experience in hospitality industry, preferably a luxury hotel
• Minimum of 2 years hotel sales experience – luxury brand preferred
• Bachelor’s Degree or an equivalent combination of international degree in Hotel Management or Marketing and progressive work-related experience.
About Us
A destination in itself, the recently renovated Rosewood Bermuda is the centerpiece of the prestigious community of Tucker’s Point Bermuda’s premier resort, golf club and residential community. Gracing 240 of the most beautiful coastal acres on the island, the award-winning tropical hideaway neighbors the estates of Tucker’s Town and offers breathtaking vistas of the ocean and sound. With just 88 rooms and suites, guests feel they are part of an elite club with exclusive access to the largest private pink-sand beach on Bermuda as well as the island’s finest amenities. They can golf like champions, sail the ocean blue, dive shipwrecks and colorful reefs, play a friendly game of tennis or “spa” to their heart’s delight within this well-appointed setting.
Provide clerical and administrative support for the Sales & Marketing Managers, including computer input, filing, tracing, preparing, and printing reports, maintaining manager files and departmental records/logs. Will provide clerical and administrative support to Sales & Marketing Team. This position is responsible for ensuring that group inventory is accurately and efficiently maintained in Account Management system (Delphi.fdc/Amadeus). The position will be responsible for responding to initial group inquiries, qualifying wedding/social inquiries, and generating various group reports, proposals, and contracts. Daily communication with Reservations, Conference Services Team, Sales and Catering Managers, Marketing Manager and Accounting will be an integral part of the position. This position will act as a liaison between clients and resorts when necessary.
Essential Duties and Responsibilities - (Key Activities)
• Respond to all wedding and group inquiries (i.e., initial contact)
• Respond to all leads through internal & external sites such as eProposal, CVENT, Starcite, etc.
• Manage the preparation & distribution of proposals, contracts, and contract addendums.
• Communication with wholesale partners in sending out annual contracts, closeouts, and policy updates.
• Assist with reservations for Travel Industry Partners, Elite, FHR and Consortia requests.
• Create bookings, inquiries, activities, and transactions in Delphi (Amadeus)
• Responsible for distributing site inspection forms and assisting with Site Inspections & for the Sales &
Marketing team
• Coordinating, orchestrating, and hosting property, media, and familiarization trips and activities.
• Prepare correspondence to customers, internal booking reports and file maintenance of the Group
Sales/Catering Database (Delphi.fdc). (i.e.: Enter new contacts and accounts into Delphi after sales calls)
• Turn contracts over to property and enter deposit schedules into Delphi.
• Enter group pick up in Delphi for Group Sales teams once the group has departed.
• Assist and submit timely monthly reports to Director of Sales | Director of Sales & Marketing.
• Ensuring monthly expenses are processed through accounting systems and purchase orders are raised and
confirmed.
• Managing Complimentary Stay requests in collaboration with Reservations and Front Office
• Assist Sales Team with their clients when they are out of the office, including sick days, vacation days or
business travel.
• Maintain a respectful working relationship with on-property colleagues and facilitate flow of communication.
• Participate in scheduled sales meetings and leadership training sessions as required.
• All other duties as required.
Required Skills -
• Requires strong communication skills, both verbal and written. (Required to speak, read and write English)
• Ability to communicate customer needs and resolve complaints independently.
• Ability to act independently with minimal supervision.
• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Applications,
Opera, and Delphi.
• Math skills, as well as budgetary analysis capabilities required.
General & Technical Skills -
• Perform job functions with attention to detail, speed and accuracy.
• Prioritize, organize and follow-up on all work assignments.
• Ability to meet deadlines & follow directions thoroughly.
• Understand guest service needs.
• Work cohesively with co-workers as part of a team
• Maintain confidentiality of guest and client information and pertinent hotel data.
• Exceptional interpersonal skills - able to represent the property in a professional manner.
• Familiarity with preparing statistical reports, proposals and contracts.
Experience & Qualifications-
• Desirable to have previous experience in hospitality industry, preferably a luxury hotel
• Minimum of 2 years hotel sales experience – luxury brand preferred
• Bachelor’s Degree or an equivalent combination of international degree in Hotel Management or Marketing and progressive work-related experience.
About Us
A destination in itself, the recently renovated Rosewood Bermuda is the centerpiece of the prestigious community of Tucker’s Point Bermuda’s premier resort, golf club and residential community. Gracing 240 of the most beautiful coastal acres on the island, the award-winning tropical hideaway neighbors the estates of Tucker’s Town and offers breathtaking vistas of the ocean and sound. With just 88 rooms and suites, guests feel they are part of an elite club with exclusive access to the largest private pink-sand beach on Bermuda as well as the island’s finest amenities. They can golf like champions, sail the ocean blue, dive shipwrecks and colorful reefs, play a friendly game of tennis or “spa” to their heart’s delight within this well-appointed setting.
- Department: Sales
