Business Development Sales Coordinator - Axiom Hotel
Full Time
San Francisco, CA 94102
Posted
Job description
The Axiom Hotel is seeking a Business Development Coordinator to join our team!
ABOUT THE AXIOM HOTEL:
Located in Union Square, within steps of the SoMa District in Downtown San Francisco, the Axiom Hotel blends a sense of history with the modern touches of a digital age. Our pet-friendly boutique hotel rooms welcome those who desire a digital lifestyle delivered through seamless technology and elevated guest service. We are located in a classic century-old San Francisco building refreshed with electric modern touches. You arrive and depart with the knowledge that you have truly experienced the “Center of Next.”
ABOUT SIGHTLINE HOSPITALITY:
San Francisco based Sightline Hospitality, LLC is a hotel management company of a portfolio of Full-service, Limited Service and Boutique hotels across the United States, including Hawaii. At Sightline we bring together people, places, and possibilities to redefine hotel management. Whether big box branded, soft branded, or independent hotels, we believe in soulful stays—the kind that stay with you long after you’re gone.
As a Sales Coordinator, you will efficiently and professionally represent the sales and marketing functions of the 152-room hotel to include the complete servicing of all group and catering needs. This position directly supports the Director of Sales and Marketing. Job duties include booking and servicing events and accepting in-house reservations inquiries. The role maintains excellent communication with customers and supports the development of business opportunities.
Job Responsibilities
- Responsible for coordinating the smooth check in and check-out of group guests, VIPs, and contracted clients.
- Follow up on inquires for group sales and transient reservations. Ensure that all emails from guests and meeting planners are responded to prior to the end of each business day.
- Work with groups to ensure efficient entry of rooming lists.
- Assume full responsibility for setting up group reservations.
- Assist in maintaining the departmental operations manual.
- Maintain a trace system within Opera operating system and Amadeus Advanced sales system.
- Closely monitor inventory supplies and equipment for the administrative offices; maintain stock of all necessary items to function and notify the Director of Sales and Marketing of any deficiencies.
- Assign rooms to meet the needs of all groups and group VIPs according to contract specifics.
- Utilize Amadeus Advanced for all hotel related sales, catering, and banquet functions.
- Books, changes, and cancels bookings for groups and contracts.
- Complete projects and special assignments when necessary and as assigned by the Director of Sales and Marketing.
- Maintain a well-organized personal work area.
- Prepare weekly activities and group resumes for the sales department and distribute to the proper areas. Attendance at assigned meetings is mandatory.
- Send correspondence, reports, and contracts as directed by Director of Sales and Marketing. Post pickup report in sales system within 72 hours of group departures.
- Prepare, maintain and organize files, work areas, and office equipment in the administrative offices.
- Represent the hotel and company in pre-conference and post conference meetings as assigned.
Customer Service
- Work closely with the front office and the executive team to organize and service group functions.
- Greet clients and provide site tours of the hotel.
- Maintain third party communication on behalf of the hotel.
- Provide pertinent information to potential clients concerning the hotel's accommodations, meeting rooms, and other features.
- Provide excellent service to internal customers in other departments.
- Handle all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to make sure situations are resolved to satisfaction.
- Provide exceptional customer service as a priority and make certain guest care is consistent with the goals of an upscale hotel.
- Communicate with guests and other departments in a professional manner at all times; this includes during meetings, one-on-one communication, and written communication.
Financial
- Monitor group accounts for accuracy and close out all outstanding group charges in timely manner.
- Ensure that all hotel, company and local rules, policies and regulations relating to financial record keeping, money handling and licensing are adhered to, including the timely and accurate reporting of financial information.
- Maintain the confidentiality of groups and all guests of the hotel.
- Make sure that all cash handling procedures are followed with emphasis on guest privacy and proper handling of sensitive material.
- Set up routing and special billing for groups according to contract.
Operational
- Assist the director of sales and marketing by professionally directing the flow of information and traffic in the office including phone calls, appointments, and inquiries.
- Interact on a daily basis with the executive team in support of the Director of Sales and Marketing.
- Responsible for completing all assigned training.
- Keep a constant record of arrivals and departures of contracted reservations, OTAs, FITs, BT and group. Sets up routing as appropriate.
- Communicate and follow up with the front office on special arrival and departure requests for VIPs and groups.
- Advise the director of sales and marketing of potential improvements that could be made to the operation.
- Work closely with the valet team to ensure that the needs of groups are met and that the guest experience is friendly and efficient.
Other Duties
- Maintain a professional demeanor and appearance, representing the hotel and company in a professional way, especially to client events, competitor hotels and community organizations.
- Respond to changes in the front desk and sales as dictated by the industry, company and hotel.
- Follow the hotel's associate handbook and have an understanding of and adhere to the hotel's rules and regulations and in particular, the policies and procedures relating to fire safety, hygiene, health and safety.
- Attend training sessions and offsite meetings when required.
- Deliver excellent standards to all guests and create unique experiences with personal touches for VIP guests.
- Carry out any other reasonable duties and responsibilities as assigned.
- Follow all company rules, regulations, and codes set forth in the handbook.
- Be punctual and adhere to all grooming and uniform guidelines while on duty.
- Deliver the company's core values and provide exceptional guest service at all times.
- Demonstrate multi-tasking capabilities, be flexible with scheduling to meet the needs of the business, and maintain a positive and professional demeanor while on duty.
- Handle confidential and financial information in the appropriate manner.
- Adhere to the comprehensive safety initiatives and all hotel standards.
- Work in a supportive and flexible manner with other departments, in the spirit of “Teamwork.”
- Carry out any other reasonable duties and responsibilities as assigned.
Essential Experience/Aptitudes:
- AA degree in Hotel and Restaurant Management, or equivalent experience required.
- Must have minimum three years’ experience in administrative work.
- Must be proficient with Microsoft Office applications.
Desired Skills/Experience:
- Friendly sounding, articulate voice with good vocabulary.
- Excellent interpersonal skills and the ability to work well with co-workers and the public.
- Strong written and verbal communication skills.
- Possess a courteous, friendly and professional manner.
- Patience and tact required to accommodate customer needs, and resolve occasional difficult situations.
- High quality standards for production and service.
- Must be detail oriented, organized and efficient.
- Highly self-motivated.
Essential Physical Abilities:
- Must be able to work at a computer for extended periods of time, including standing in a stationary position.
- Endure a high volume of phone usage.
- Must be flexible to work long and sometimes irregular hours.
Benefits:
- Personal Time Off, Sick and Holiday pay
- Health, Dental, Vision and Ancillary Insurance options
- 401(k) Retirement savings program with employer match
- Pre-Tax FSA program
- Pre-Tax Commuter Benefits program
- Employee discount for stays at hotels within Sightline Hospitality's portfolio
The Axiom Hotel is an Equal Opportunity Employer and welcomes applicants and employees of all backgrounds. M/F/D/V/SO
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