Overview
The Booking Coordinator will work in a support roll to the entire sales team to coordinate contracts for each customr booking the facility, data input, file management, process payments and various adminsitrative duties.
This role will pay a salary of $18 to $19.
For FT roles: Benefits: Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 11 holidays).
Responsibilities
Duties include but are not limited to:
- Emailing and phone calling customers to collect deposits, insurance, and other administrative tasks
- The ideal candidate will be self-motivated, optimistic, detail-oriented and have a strong sense of urgency as we are heavily deadline-driven.
- Answers phones to qualify potential leads for the sales department
- Inputs information into Customer Management System (CMS)
- Prepares all event contract pre-documentation and coordinates with booking coordinator to develop license
- Researches new client information
- Hold proper meeting space in customer management system
- Build accounts within customer management system
- Ability to Edit accounts within customer management system
- Maintains client insurance and deposit collections
- Coordinates Customer Surveys and Results
- Runs reports from customer management system
- Prepares weekly, monthly and annual reports
- Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create
outstanding events. - Prepare and organize client file folders
- Assist sales staff in promoting convention center, developing leads and securing re-bookings.
- Complies with attendance policy and is available to work on a regular basis.
- Perform any other job related duties as assigned.
- To be successful, this person must be extremely fast on the PC, Internet, Word, Excel and Outlook.
- The job is perfect for a hotel sales coordinator or recent college graduate or someone with hotel/travel sales/reservations/operations experience. Regardless, we will conduct thorough training with you.
- This is a part time hourly position. Your compensation will be based on your experience and potential to succeed.
- Qualify client inquiries by checking available meeting space and obtaining client contact information for sales manager follow-up.
- Provide exceptional customer service to callers and visitors.
- Assist Director of Sales & Marketing, Sr. Sales Manager and Sales Manager in preparation of various reports and presentations.
- Attend, and participate in staff meetings and department meetings as needed.
- Prepare new files with relative event information
- Research group and/or event information as needed
- Draft correspondence based on minimal information, review for accuracy and/ or retrieve information from computer or database, spreadsheet, or word processing programs to produce written correspondence that I free of error.
- Prepare travel schedules and itineraries as needed
- Maintain a high level of confidentiality and use discretion and/ or diplomacy with all information received.
- Complete projects as required while working with minimal supervision and guidance.
- Monitor incoming calls, emails, prioritizing issues and responding to any requests possible.
- Handle all incoming and outgoing mail, including date stamping and distributing incoming mail.
- Inform and/or updates the executives and employees on relevant information in a timely manner.
- Compile, copy, sort, and file records of all business activities.
- Prepare customer invoices for collections of deposits
- Contact clients about upcoming due dates for deposits, insurance and contracts.
- Qualify small meetings and events
- Any other responsibilities as assigned by the Director of Sales & Marketing, Sr. Sales Manager and Sales
Manager
Qualifications
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
- The ability to operate a computer using Microsoft Office including, Outlook, Word, Excel, PowerPoint, Publisher
- Ability to learn Sales Booking System, Ungerboeck and other programs as needed.
- Ability to work in a fast-paced environment.
- Ability to maintain a high level of confidentiality.
- The ability to effectively communicate with internal and external customers by displaying the highest levels of service and employing patience, diplomacy and tact to defuse negative situations
- May be required to work nights, weekends and holidays.
- Must be able to multi-task and display ability to recognize needs.
- Basic mathematical skills to prepare moderately complex calculations for invoicing.
- Physical Demands
- Most work tasks are performed indoors.
- Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
- Must be able to exert well-paced ability to reach other departments within the center on a timely basis.
- Must have the ability to bend, squat, frequently lift 15 lbs., and occasionally lift up to 50 lbs.
- Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
- Talking and hearing occur continuously in the process of communicating with guests, owners, supervisors and subordinates.
- Vision occurs continuously with the most common visual functions being those of near and color vision and depth perception.
- Requires manual dexterity to use and operate all necessary equipment.
- Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers and other office equipment as needed.
Requirements:
- Knowledge of Ungerboeck Systems a plus
- College degree preferred
- Previous Hospitality/Convention Center experience preferred
- Excellent follow-up and organizational skills
- Excellent communication skills, written and verbal
- Ability to manage multiple tasks in a very fast-paced environment
- Proficient knowledge of Microsoft Office
Vaccination Statement
We are committed to ensuring all our buildings and office locations are the safest in the world for artists, teams, employees, and fans. Based on recent encouraging trends in the U.S. and Canada. We highly encourage our employees to continue to get vaccinate and boosted against COVID-19. Should circumstances change, we may need to reinstate vaccination requirements, in whole or in part, to safeguard the health of our employees, guests, performers, athletes, and partners.