Area Group Sales Coordinator

Company Description

Explore limitless possibilities, dreams and adventures on Hawai’i Island as you blaze a trail for a rewarding career in hospitality. Embrace our passion for Hawai’i’s heritage, culture and traditions with amazing career opportunities that await you in paradise. Journey into a luxury oasis where the aloha spirit comes alive.

Fairmont Orchid is an award-winning luxury resort located on the majestic Kohala Coast of Hawai‘i Island. Immerse yourself in an authentic Hawaiian experience, surrounded by 32 oceanfront acres of lush tropical gardens, cascading waterfalls and a tranquil white sand beach and lagoon. Hawai‘i’s warmth and serenity are reflected throughout the design of our family-friendly hotel accommodations with spacious guest rooms, suites and the exclusive Fairmont Gold concierge floor.

Resort amenities include our Spa Without Walls, a 10,000-square-foot oceanfront pool, cultural activities, onsite restaurants, access to world-class golf, a 24/7 fitness center and a 10-court tennis pavilion. Inspired by culture, well-being and genuine aloha, Fairmont Orchid welcomes you to experience authentic Hawai‘i.

What is in it for you:

*benefit available for fulltime or part time employees while being a part of the Fairmont Orchid ‘Ohana

• Premium preferred provider medical/drug/vision benefits at competitive prices*
• We put you first & value you with employer paid coverage for group life and accidental insurance coverage ($7,500) + Coverage is available for your ‘ohana!*
• We believe that hospitality has the power to unlock a better tomorrow with our 401(k)/retirement saving plan & matching program.
• Don’t just live in the moment – own your moment with 11 paid holiday/personal days per year + 10 days of paid vacation that begin accruing immediately* 
• We go the extra mile by offering 50% discounts at hotel restaurants, 30% discount on retail items at our Fairmont Store & 30% discount of services offered in our Spa Without Walls.
• We are globetrotters taking advantage of our Travel Program with employee discounts at Accor properties + Friends & Family rates (5,000+ hotels worldwide)*
• Complimentary meals in our employee dining facility

Job Description

The Area Group Sales Coordinator is the administrative backbone of the Area Group Sales Team for Fairmont Hotels in Hawai'i and reports to Fairmont Orchids Director of Sales and Marketing. This position supports the Area group sales directors in all their administrative needs, oversees the overall office organization, prepares Departmental weekly, monthly, quarterly, and annual reports, assists with special projects, and supports the month-end process for both hotels (with particular oversight of Fairmont Orchid).

What you will be doing:

• Consistently offer professional, engaging, and friendly service.
• Coordinating and supporting all aspects of sales activities, including taking initial inquiries, generating leads, proposals, referrals, and contracts, blocking space, etc., when group admins need additional support
• Process proposals and contracts as required
• Liaise with clients in the absence of the sales manager or if the sales admin is unavailable.
• Process returns of contracts and distribute them through proper channels internally as required.
• Maintain an accurate supply of all Sales collateral (in collaboration with Group Admins)
• Arrange site inspection details for Group managers, including amenities, airport transfers, room reservations, dining reservations, spa, and coordinating with the Operations team(s)
• Coordinate with other departments within the hotels to ensure the distribution of pertinent information, i.e., booking recaps, contracts, site inspection forms, memos, etc., and maintain an orderly working environment.
• Provide administrative group support, i.e., input of accounts, bookings, and activity into Opera Sales & Catering and Opera SFA.
• Coordinate sales trips and trade shows for Area Director, Group Sales, including airline, hotel, and rental car reservations. 
• Prepare collateral and amenities as requested by the Area Director, Group Sales.
• Prepare Corporate and hotel mandate recurring reports for submission before the deadline for the Area Director of Group Sales and DOSMs of Fairmont Kea Lani and Fairmont Orchid.
• Prepare and support the processing of expense reports, invoices, month-end, and forecasting, in particular for Fairmont Orchid, for submission to DOSM Fairmont Orchid and, where needed and relevant, to DOSM Fairmont Kea Lani.
• Mail collateral, amenities, trip materials, etc., as requested
• Possess and share knowledge of Fairmont Kea Lani & Fairmont Orchid products, including accommodation, meeting facilities, history and heritage, activ