Group Sales Coordinator - DoubleTree by Hilton Abilene Downtown Convention Center (Finance)

The Doubletree by Hilton Abilene Downtown Convention Center, a corporate managed hotel, is in the heart of Abilene, TX with 200 guest rooms and 23,000 sq. feet of meeting space. We have a fun, dynamic, and energetic commercial services team, and they are looking to add to it! The Director of Sales is looking for a Group Sales Coordinator to be that amazing support for the team! This is a great entry level role to join our team and grow your career in hospitality.

What Will I Be Doing?

The Group Sales Coordinator is responsible for supporting the Sales & Marketing team in administrative and operational tasks, focusing on ensuring smooth communication and accurate information exchange with both clients and team members. This role involves preparing proposals, managing reservations, and maintaining various data systems to ensure efficient department functioning.

Essential Functions

Proposal and Contract Preparation - 25%

• Initiate the preparation of proposals and/or contracts to inform prospective customers about hotel guest rooms, meeting spaces, banquet date, space, and rate availability.
• Collaborate with sales managers to ensure proposals meet client needs and are completed on time.

Reservation Management - 20%

• Initiate and manage group reservations, prepare rooming lists, revise existing reservations, and create group blocks in the Property Management System (PMS) as needed.
• Communicate with external customers regarding any updates or requirements from event service managers to ensure clear and effective coordination.

Site Inspections - 15%

• Assist Sales Managers in conducting site inspections, including tours of guest rooms, meeting spaces, banquet facilities, and other hotel amenities, to showcase the property to potential clients.

Data Entry - 15%

• Utilize Delphi, Microsoft Word, and Excel for data entry related to correspondence, reports, marketing materials, direct mail, contracts, internal forms, event schedules, convention reports, and historical records.
• Support with typing and updating annual and trimester reviews.

Document Management and Distribution - 10%

• Copy, distribute, and manage internal/external letters, forms, bookings, contracts, resumes, room lists, schedules, and mail as directed.
• Manage both physical and electronic filing systems for easy accessibility.

Telephone and Guest Assistance - 10%

• Answer phone calls, assist internal and external guests with inquiries, and ensure customer service excellence.

Special Projects - 5%

• Support the completion of special projects, such as updating the Incentive Manual, creating and updating forms, D-base reports, and other correspondence as directed by the Sales team.

Email Correspondence - 5%

• Manage and send emails on behalf of Sales Managers as needed to facilitate prompt client communication.

Filing, Faxing, and Mail Distribution - 5%

• Maintain organized filing, faxing, and distribution of incoming and outgoing mail, ensuring smooth operational workflow.

Sales Department Computer Data Maintenance - 5%

• Update and troubleshoot computer data for the Sales Department to ensure accurate records and streamlined processes

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What are we looking for?

• Experience: Previous administrative or sales support experience is preferred, ideally in hospitality or a related field.
• Skills:
• Proficiency in Microsoft Office (Word, Excel) and experience with Delphi or other CRM/PMS software is preferred
• Strong organizational, communication, and interpersonal skills.
• Ability to multitask and prioritize in a dynamic environment.

Since being founded in 1919, Hilton has been a leader in the hospitality industry. Today, Hilton remains a beacon of innovation, quality, and success. This continued leadership is the result of our Team Members staying true to our Vision, Mission, and Values. Specifically, we look for demonstration of these Values:

• Hospitality - We're passionate about delivering exceptional guest experiences.
• Integrity - We do the right thing, all the time.
• Leadership - We're leaders in our industry and in our communities.
• Teamwork - We're team players in everything we do.
• Ownership - We're the owners of our actions and decisions.
• Now - We operate with a sense of urgency and discipline

In addition, we look for the demonstration of the following key attributes:

• Quality
• Productivity
• Dependability
• Customer Focus
• Adaptability

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands . Our vision "to fill the earth with the light and warmth of hospitality" unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!