Sales Coordinator - Colcord

Coury Hospitality•Oklahoma City, OK

About The Position

Assists the Sales Department with maintaining group business by the following: Build group room blocks in PEP and OnQ R&I Enters group rooming lists. Enters individual reservations as needed. Ensures billing information on all reservations, groups and Master Accounts is set up correctly. Send sales correspondence including rooming lists and Banquet Event Orders to customer as requested. Responds to customer requests as directed. Utilizes Delphi correctly to ensure accurate tracking, booking and follow-up on all accounts. Maintains Data Quality Index standards in Delphi. Entry of client/account information into Delphi. Creates and distributes proposals, resumes, agreements and Banquet Event Orders as requested. Develops catering and banquet sales tools. Creates menus as directed by Catering Staff. Organize, print, & distribute weekly reports (e.g. BEOs, Culinary Sheets, Parking Report). Inform culinary and operating departments of any changes, additions or deletions to assigned groups functions plans. Create menu printouts, place cards, and entrée cards for events when needed. Contact vendors to schedule delivery & setup times. Submit Dock Requests through building management when needed. Meets with clients for additional walk-through to finalize event details. Assists with all site preparation and support. On-site the day of event coordinating to ensure execution is on schedule, maintaining contact with the client throughout and coordinating with vendors. Must be available to clients for any last minute needs. Liaises with other departments to help ensure Colcord Sales clients’ needs are met or exceeded. Actively participates in weekly BEO meetings with Banquet Team. Informs culinary and operating departments of any changes, additions or deletions to assigned groups functions plans. Sets amenities in rooms for VIP guests Walks event spaces prior to site tours to ensure cleanliness Manages the group posting tool Creates welcome signs in Canva Provides event recaps and operation, sales and production suggestions to the Colcord management team. Discusses the client/group’s plans for future events, encouraging re-booking. Performs any other duties set by the Director of Sales & Catering and/or Hotel Manager and/or General Manager. Provides an exceptional level of service. Represents Colcord Hotel in a courteous, efficient, and friendly manner in all client and company interactions.

Responsibilities

Build group room blocks in PEP and OnQ R&I
Enter group rooming lists
Enter individual reservations as needed
Ensure billing information on all reservations, groups and Master Accounts is set up correctly
Send sales correspondence including rooming lists and Banquet Event Orders to customer as requested
Respond to customer requests as directed
Utilize Delphi correctly to ensure accurate tracking, booking and follow-up on all accounts
Maintain Data Quality Index standards in Delphi
Enter client/account information into Delphi
Create and distribute proposals, resumes, agreements and Banquet Event Orders as requested
Develop catering and banquet sales tools
Create menus as directed by Catering Staff
Organize, print, & distribute weekly reports (e.g. BEOs, Culinary Sheets, Parking Report)
Inform culinary and operating departments of any changes, additions or deletions to assigned groups functions plans
Create menu printouts, place cards, and entrée cards for events when needed
Contact vendors to schedule delivery & setup times
Submit Dock Requests through building management when needed
Meet with clients for additional walk-through to finalize event details
Assist with all site preparation and support
Coordinate on-site events to ensure execution is on schedule, maintaining contact with the client throughout and coordinating with vendors
Be available to clients for any last minute needs
Liaise with other departments to help ensure Colcord Sales clients’ needs are met or exceeded
Actively participate in weekly BEO meetings with Banquet Team
Set amenities in rooms for VIP guests
Walk event spaces prior to site tours to ensure cleanliness
Manage the group posting tool
Create welcome signs in Canva
Provide event recaps and operation, sales and production suggestions to the Colcord management team
Discuss the client/group’s plans for future events, encouraging re-booking
Perform any other duties set by the Director of Sales & Catering and/or Hotel Manager and/or General Manager
Provide an exceptional level of service
Represent Colcord Hotel in a courteous, efficient, and friendly manner in all client and company interactions