Sales Coordinator

Location

Charlotte Hotel

 

The Omni Charlotte Hotel envelopes you in comfort with a touch of genuine North Carolina hospitality. Centrally located in the heart of Charlotte’s financial district, the AAA four-diamond hotel is the perfect destination for convenience to area businesses or to explore countless attractions. Linked to 12 city blocks via sky bridge, the Omni Charlotte Hotel is moments away from the Blumenthal Performing Arts Center, Discovery Place, the Charlotte Convention Center, and the EpiCentre entertainment district.

 

Omni Charlotte’s associates enjoy a dynamic and exciting work environment, comprehensive training and mentoring, along with the pride that comes from working for a company with a reputation for exceptional service. We embody a culture of respect, gratitude and empowerment day in and day out. If you are a friendly, motivated person, with a passion to serve others, the Omni Charlotte Hotel may be your perfect match.

Job Description

This position will support the Sales Department in all activities and support the Director of Sales and Sales Managers with day-to-day operations and to ensure communication in their absence. This position is also responsible for managing and maintaining the DMPE (Delphi) database system on the property level, executing and coordinating all data and reports, training new users on Omni Hotels DMPE standards, and serving as the communication link between Sales, Catering and Convention Services system users and management.  

Responsibilities

• Schedule & prioritize work load to meet deadlines of all managers
• Assign all incoming leads in a timely manner and ensure inquiries and bookings are assigned correctly in FDC and all other lead sources, based on manager deployment.
• Manually puts bookings into Delphi that are not automatically populated (i.e. call-ins, weddings, CRVA, direct emails, etc.) and emails Sales Manager the link to inquiry or booking when complete.
• Manually inputs meeting space in Delphi to hold space for bookings at the request of the SM as needed (after it has been determined by the sales manager)
• Assist with making guestroom reservations for Sales, Catering & CS clients, upon request.
• Assist with ensuring Groups are routed correctly for billing, based on resume and supporting documentation.
• Assist Sales/Catering & CS Team with all Site Inspection preparation and support with sales kits / brochures etc 
• Prepares all Omni document proposals merged from Delphi and sends to Sales Manager to send to the client when complete.
• Assist in making reservations at hotel F&B outlets for meetings and VIP clients.
• Assist with any changes to contracts as needed.
• Assist with any addendums as needed
• Assists Sales Managers during periods of high lead volume and helps input proposals into the various RFP systems: CVENT, Lanyon, Zentilla, Teneo, Simpleview (CVB system), etc. after Sales Managers checks availability, selects rates, F&B min and maps the meeting space.
• Complete turnover sheet based on completed Delphi booking and gives back to Sales Manager when done for their signature and double check.
• Monitors GRC on a weekly basis and highlights groups that are missing ratings and/or rates to those managers that have been assigned the lead/booking.  Ensures changes are made prior to the P’s & T’s meeting.  Addresses any and all inconsistencies with DOSM.
• Monitors and audits the database of accounts, contracts, profiles, leads and activities to ensure users adhere to database standards.  Distributes findings to DOSM and sales and catering team.
• Type and distribute all correspondence, including proposals, booking notices, letters, contracts, countersigned contracts, etc. for assigned managers, ensuring that all correspondence is 100% accurate 
• Utilize Delphi correctly, to ensure managers are able to accurately track, book and follow-up on all accounts/bookings 
• Assist managers with sales calls and participate in site inspections, FAMs, trade shows and other related market events as required 
• Maintain account/booking files and ensures that all information is included in file, i.e. accurate traces, turnover-checklist, history, letters, emails, deposits, letters, etc 
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone number of caller, date and time call received) 
• Coordinate general office functions 
• Liaise with other hotel departments to help ensure the Sales/Catering & CS clients’ needs are met/exceeded      
• Performs other duties as assigned by management 
• Abide by all Omni Hotels & Resorts rules, policies and procedures.

Qualifications

• Candidates