Area Group Sales Coordinator

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, activities, and local programming.
• Actively participate in industry and hotel training programs.
• Be an effective team player within the Sales team of Fairmont Hotels Hawai'i and with other team members in Catering and Conventions, Guest Services, Food and Beverage, and other key areas within the hotel and the region.
• Actively seek opportunities to improve systems and procedures.
• Display a willingness to manage additional responsibilities and duties as required.
• Attend all Sales meetings and other meetings as required.
• Participate in at least one hotel committee (e.g., Health & Safety Committee)
• Balance operational, administrative, and Colleague needs
• Follow departmental policies and procedures, and all safety policies.
• Embody the values of AccorHotels: Guest Passion, Sustainable Performance, Spirit of Conquest, Innovation, Trust & Respect.
• Other duties as assigned

Qualifications

Your experience and skills include:

• 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
• Minimum one year of experience in a hotel environment (ideally in Sales, Reservation, Conference Service, or Front Office)
• Bachelor's Degree and/or Hotel Management Degree preferred
• Possess excellent communication skills (both verbal and written)
• Excellent knowledge of MS Word, Excel, PowerPoint, and Windows
• Typing speed of 50+ WPM
• Knowledge of Opera Sales & Catering / Opera Sales Force Automation, and Property Manager is an asset.
• Proactive and highly detail-oriented with excellent organizational skills
• Ability to manage multiple functions and projects while meeting deadlines
• Articulate, self-motivated, energetic, and positive team player
• Confident, well-groomed, pleasant telephone and personal disposition
• Knowledge of Fairmont Orchid and Fairmont Kea Lani heritage, facilities, and programs is a definite asset.
• Enjoys challenges, works well under time pressure, thinks ahead, and is highly committed to the job