Sales Coordinator- Reservations/Rooms
About the job
Job Description
Competitive Benefits
Medical, Dental, Vision Benefits
Competitive Pay Rates
401k Plan and up to 3% match after 1 year
Paid Time Off (Vacation, Holidays, Sick and more)
Complimentary Room Nights after 3 months
Restaurant Discount- 50% off F&B after 3 months
Complimentary Meal during your shift
Life Insurance and AD&D
Complimentary Short-Term Disability
Long-Term Disability
Pre-tax commuter benefits
Tuition Reimbursement up to $500 per year
Complimentary dry cleaning of work attire
A clear career pathway - career advancement opportunities
Relationship Hospitality.
It’s in the genes. Some just have it; a natural desire to deliver meaningful and heartfelt experiences. It’s a calling. At Rosewood Hotel Group we work instinctively and from the heart, to master and elevate our craft. Together, we push the boundaries to impart magic into every day. We care for people, and make it our purpose to build long-lasting, genuine relationships. Here, we do what we were born to do. Here, we answer The Calling.
Sales Coordinator- (Reservations/Rooms) 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. Acts as the lead communication touch point for guests reservations. You will support the Director of Sales and Sales Managers with administrative responsibilities and projects assigned.
Responsibilities:
Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
Maintain complete knowledge of hotel operations and rooms.
Understand all packages/ promotions/ availability and partnerships.
Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
Be able to conduct site tours of the property and townhouses.
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
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.
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
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.
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.
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:
Build and maintain Group Blocks in OPERA - load notes and traces into PMS for all group guests.
Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.
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; including print & deliver VIP welcome notes and tracing amenities.
Provide prompt, courteous, and efficient handling of all requests for guest room reservations, changes, cancellations, and information.
Daily review of all new, modified, and cancelled reservations to ensure accuracy.
Assist with all guest preferences and arrangements prior to arrival.
Pre-arrival communication with guests to ensure we are fully prepared for their arrival.
Conduct daily arrival meetings with MD and Front Office to ensure we are fully prepared for their arrival.
Build and maintain group blocks in OPERA for Sales Department
Accurately input group rooming lists.
Obtain and track all advance deposits and payments accurately.
Coordinate all group sales by tracking inventories and billing instructions.
Month-end reports tracking.
Designate and apply appropriate travel agency commissions.
Process agency commission on a weekly basis
A Sales Uniform will be issued for this role
All other duties as required.
The list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.
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, at times weekends or holidays for a guest event.
Licenses & Certifications: None required.
Rosewood Washington DC requires all employees to be fully vaccinated against COVID-19, and applicants are required to submit proof of vaccination prior to starting employment. In accordance with the law, Rosewood Washington DC will accommodate employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, and applicants should contact the Director of Talent and Culture if they have questions about this requirement or wish to request an accommodation.
About Us
Brilliantly positioned in the heart of Georgetown along the historic C&O Canal, Rosewood Washington, D.C. provides guests with premium access to the vibrant cultural epicenter of the nation’s capital. The hotel’s 55 rooms, including 12 suites and 6 townhouses, combine traditional refinement with a thoroughly modern sense of sophistication. From plush furnishings to intuitive technology, every element has been thoughtfully considered to create comfortable, residential-style living spaces equally suited to business and leisure travel. Wolfgang Puck takes on Washington. Witness the evolution of his acclaimed culinary concept at CUT D.C., which draws on the region's finest farms and fisheries to showcase the variety of the Mid-Atlantic, as well as CUT Bar and Lounge and CUT Above.
Competitive Benefits
Medical, Dental, Vision Benefits
Competitive Pay Rates
401k Plan and up to 3% match after 1 year
Paid Time Off (Vacation, Holidays, Sick and more)
Complimentary Room Nights after 3 months
Restaurant Discount- 50% off F&B after 3 months
Complimentary Meal during your shift
Life Insurance and AD&D
Complimentary Short-Term Disability
Long-Term Disability
Pre-tax commuter benefits
Tuition Reimbursement up to $500 per year
Complimentary dry cleaning of work attire
A clear career pathway - career advancement opportunities
Relationship Hospitality.
It’s in the genes. Some just have it; a natural desire to deliver meaningful and heartfelt experiences. It’s a calling. At Rosewood Hotel Group we work instinctively and from the heart, to master and elevate our craft. Together, we push the boundaries to impart magic into every day. We care for people, and make it our purpose to build long-lasting, genuine relationships. Here, we do what we were born to do. Here, we answer The Calling.
Sales Coordinator- (Reservations/Rooms) 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. Acts as the lead communication touch point for guests reservations. You will support the Director of Sales and Sales Managers with administrative responsibilities and projects assigned.
Responsibilities:
Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry.
Maintain complete knowledge of hotel operations and rooms.
Understand all packages/ promotions/ availability and partnerships.
Have complete familiarity with Rosewood, (brand positioning and core values) and its properties.
Be able to conduct site tours of the property and townhouses.
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
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.
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
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.
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.
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:
Build and maintain Group Blocks in OPERA - load notes and traces into PMS for all group guests.
Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting.
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; including print & deliver VIP welcome notes and tracing amenities.
Provide prompt, courteous, and efficient handling of all requests for guest room reservations, changes, cancellations, and information.
Daily review of all new, modified, and cancelled reservations to ensure accuracy.
Assist with all guest preferences and arrangements prior to arrival.
Pre-arrival communication with guests to ensure we are fully prepared for their arrival.
Conduct daily arrival meetings with MD and Front Office to ensure we are fully prepared for their arrival.
Build and maintain group blocks in OPERA for Sales Department
Accurately input group rooming lists.
Obtain and track all advance deposits and payments accurately.
Coordinate all group sales by tracking inventories and billing instructions.
Month-end reports tracking.
Designate and apply appropriate travel agency commissions.
Process agency commission on a weekly basis
A Sales Uniform will be issued for this role
All other duties as required.
The list of responsibilities is illustrative only and is not a comprehensive listing of all functions and tasks performed by this position. The company reserves the right to add, remove or alter duties when business need dictates.
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, at times weekends or holidays for a guest event.
Licenses & Certifications: None required.
Rosewood Washington DC requires all employees to be fully vaccinated against COVID-19, and applicants are required to submit proof of vaccination prior to starting employment. In accordance with the law, Rosewood Washington DC will accommodate employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, and applicants should contact the Director of Talent and Culture if they have questions about this requirement or wish to request an accommodation.
About Us
Brilliantly positioned in the heart of Georgetown along the historic C&O Canal, Rosewood Washington, D.C. provides guests with premium access to the vibrant cultural epicenter of the nation’s capital. The hotel’s 55 rooms, including 12 suites and 6 townhouses, combine traditional refinement with a thoroughly modern sense of sophistication. From plush furnishings to intuitive technology, every element has been thoughtfully considered to create comfortable, residential-style living spaces equally suited to business and leisure travel. Wolfgang Puck takes on Washington. Witness the evolution of his acclaimed culinary concept at CUT D.C., which draws on the region's finest farms and fisheries to showcase the variety of the Mid-Atlantic, as well as CUT Bar and Lounge and CUT Above.
- Department: Reservations
