Job Description

Purpose
To assist the Sales Team from an administrative standpoint to free up their energies to attract more business to Hotel Arts.
Accountability
Is accountable to the Director of Sales and Marketing and the Sales Team for the execution of the duties and responsibilities framed in this position description and according to the intention framed in the performance expectations and measures.
Is accountable to the vision held for the Hotel Arts Group, to be: A welcoming place of valued relationships
Delivering our promise that: Our relationships will define us.
In support of our mission to be: A viable and dynamic hospitality organization
Delivering the promise: To have strong, committed relationships with our guests, employees, stakeholders and community. Our relationships are the keystones of continued growth
DUTIES AND RESPONSIBILITIES
Sales

• Assists Sales Team with incoming leads by securing detailed contact and account information.
• Enters group bookings and Corporate Accounts in Opera.
• Prepares draft proposals and contracts for review and eventual distribution by Sales Team.
• Supports Corporate Sales Manager with completion of Business Travel RFPs in Lanyon and other relevant platforms.
• Assist Sales teams with any client related communication.

• Assists Sales Team with filing and keeping filing system organized, current, and relevant.
• Ensures a ready supply of Sales Collateral for distribution.
• Takes advantage of attending bi-weekly yield meetings as well as any other relevant meetings for personal growth and knowledge.
• Participates in sales related activities (ie: site inspections, FAM trips, hosted receptions, etc.).

Reporting

• Assists Sales Managers with preparing month end and quarterly reports for Corporate Accounts and Group Production.
• Assists Corporate Account & IT Sales Manager in preparing Travel Agent and Consortia Production monthly and quarterly reports.
• Assists DOSM in preparing Purchase Orders (PO\xe2\x80\x99s) and updating expenses in Sales Expense Reports.
• Records and distributes meeting minutes from Sales and Marketing Meetings.

Operations

• Prepares Amenity Request Forms and Welcome Cards for incoming VIPs and records the information in the Amenity Tracking Form.
• Reviews all blocks on the books once a week in preparation for block review meeting, ensuring action points have been completed for all group blocks within a 90-day window in support of accurate forecast and sound revenue management.
• Compiles and distributing resumes in preparation for chairing the weekly operational review
• Inputs data into the system that enables the generation of purchase orders and invoices.

Communications

• Responds to internal and external communications in an articulate fashion, through both written and verbal mediums.
• Assists in preparing and distributing Group Resumes to the Operations Team to keep them abreast of the diverse requirements of different groups.
• Distributes Site Inspections Reports to inform the Operations Team about upcoming client meetings and tours hosting by the Sales Team.
• Track interventions with VIPs when they are in the building to ensure they receive the care offered them by Hotel Arts practice.
• Uses Opera and Customer Relations Management (CRM) software to digitally store client information. In the event of an emergency, backs up files and ensures they are removed from the building.

PERFORMANCE EXPECTATIONS

Position Knowledge

• Demonstrates a sound knowledge of the scope of his/her duties and responsibilities by completing all with precision and in a timely fashion.
• Uses his/her experience and knowledge diligently in fulfilling responsibilities.
• Possesses a functional knowledge of sales team systems and procedures.

Relationships

• Establishes quality professional working relationships with colleagues that facilitate achievement of sales team goals.
• Builds positive and productive relationships with the clients of the sales team.
• Maintains and enhances the relationships between the sales team and other departments in the hotel.

Teamwork

• Determines each colleague\xe2\x80\x99s expectations of assistance through continuous, tactful and candid dialogue.
• Assumes responsibilities for tasks that frees colleagues to focus on their sales responsibilities.
• Contributes to the achievement of sales team goals and outcomes.

Communication

• Responds to clients\xe2\x80\x99 and colleagues\xe2\x80\x99 questions and concerns is a fashion that cause them to understand and be satisfied.
• Actions portray effective listening and understanding.
• Written communications are clear, concise and convey intended meaning.

Adaptability

• Works well with interruptions yet completes all tasks within prescribed timelines.
• Embraces change in work objectives or procedures.
• Accepts and initiates change in daily routines as required to meet the needs of clients.

Initiative

• Completes tasks with minimal supervision.
• Performs tasks as needed without being directed to do so.
• Identifies tasks that need to be done and completes them with direction.

Organization

• Demonstrates an in-depth understanding of the sales team goals and outcomes.
• Develops and implements efficient and effective processes to complete tasks assigned to her.
• Observable organizers guide work.

Service to Clients

• Portrays a genuine congeniality and warmth to all clients in all situations.
• Ensures that all promises to clients are kept and delivered in a timely fashion.
• Responds to clients\xe2\x80\x99 request and needs immediately.

Health & Safety

• Responsible to work in compliance with the Hotel Arts health and safety program and adhere to Occupational Health and Safety regulations.
• Promote and create awareness of the health and safety program.
• Allocating the resources necessary to implement and maintain a health and safety program.
• Ensure that all incidents and accidents are reported, investigated; and followed up with corrective actions.
• Assign health and safety responsibilities to employees in all job levels and ensure that their performance and behavior meets the standards of the health and safety program.

Powered by JazzHR

Hotel Arts