Sales Coordinator

Roles and responsibilities

The Sales Coordinator is responsible for providing secretarial and administrative support to the Director of Sales and Marketing and the sales team. On occasions, the Sales Coordinator will also provide support to other departments as requested.

• To maintain the strictest confidentiality on all matters related to IHG Properties plus all other sales and personnel related matters.
• To provide secretarial and administrative assistance to the DOSM and secondly to provide back up administration to the sales team. Preparation of correspondence, maintenance of appointments diary for DOSM.
• In the absence of the Executive Secretary (annual leave/sickness), to provide administrative cover.
• Set up and maintain an effective filing system for the sales department, including a daily trace file, to ensure all weekly, monthly and bi-annual deadlines are met by the DOSM.
• Once training provided, to take a proactive role in the maintenance and development of Opera S&C standards within the Sales Department. To be able to action any group and banqueting request for space prior to communicating with the Events Team, including to generate a BEO/ GIS/ GEO and to share all supporting documentation to the relevant departments prior to the Event or Group arrival; (this includes Opera, Marsha, DTCM approvals and all related systems);
• To continually enhance and improve the efficiency and organization of the department, by design and implementing administrative systems.
• Performs other duties as appropriate.
• Prepares and submits daily activity, weekly activity and month end reports, as assigned.
  

What We Need From You

High school diploma; 6 months experience in the sales and marketing, guest services, front desk, or related professional area.

OR

2-year degree from an accredited university in Business Administration, Marketing, Hotel and Restaurant Management, or related major; no work experience required.

Desired candidate profile

1. Communication Skills

• Clear and professional communication with clients, sales teams, and other departments.
• Strong written communication for emails, proposals, and reports.
• Active listening to understand client needs and team requirements.

2. Organization and Time Management

• Coordinating schedules, meetings, and follow-ups for the sales team.
• Managing multiple tasks and deadlines without compromising quality.
• Ensuring all sales activities align with organizational timelines.

3. Sales Support

• Assisting the sales team with administrative tasks, including preparing contracts, quotes, and proposals.
• Keeping sales records up-to-date and maintaining the CRM system.
• Providing timely information and resources to support the sales process.

4. Customer Service

• Building positive relationships with clients by addressing inquiries and concerns.
• Acting as the first point of contact for customer questions or complaints.
• Ensuring a high level of satisfaction throughout the sales process.

5. Problem-Solving Skills

• Addressing challenges in the sales process, such as delays, conflicts, or technical issues.
• Collaborating with team members to find solutions quickly and effectively.

6. Attention to Detail

• Ensuring accuracy in sales documents, contracts, and financial records.
• Monitoring and reporting sales metrics to identify trends or discrepancies.

7. Team Collaboration

• Coordinating between the sales team and other departments, such as marketing or logistics.
• Promoting teamwork to achieve sales targets and organizational goals.

8. Technical Proficiency

• Using CRM software, such as Salesforce, HubSpot, or Zoho, to manage sales pipelines.
• Proficiency in office tools like Microsoft Excel, Word, and PowerPoint for reporting and presentations.