Sales and Administrative Coordinator at Charlestowne Hotels – Hendersonville, North Carolina

Sales & Administrative Coordinator

POSITION OBJECTIVE

The Sales and Administrative Coordinator provides administrative support for the Sales team including greeting visitors, answering the telephone, gathering data and compiling reports, maintaining files, group and guests room assignments, coordinating day meetings and events, preparing correspondence and invoicing.

ESSENTIAL JOB FUNCTIONS

• Perform a wide variety of administrative assignments, including those of which are sometimes confidential in nature.
• Enter data and draft, edit, revise and print letters, reports, BEOs and other documents.
• Greet and direct visitors; answer, screen, and route phone calls.
• Resolve routine administrative issues and respond to basic inquiries.
• Qualify leads, check availability, and provide proposals for day meetings, small events and holiday parties; manage contracting through BEOs, group resumes, payments, and processing.
• Create, maintain and update files, records and other documents.
• Conduct site tours as requested.
• Attend internal and external meetings and trainings as needed.
• Order and manage office supplies.
• Create/modify group reservations across multiple software systems.
• Input and reconcile group rooming lists across multiple software systems; merge spreadsheets and room lists together.
• Follow up with guests on deposit schedules and outstanding balances; collect and record payments.
• Maintain and adjust group block cutoff dates; provide 60- and 30-day out booking updates.
• Gather group details and special requests; enter notes into the system.
• Pre-assign group rooms as needed; build room blocks and group masters.
• Process payments and post banquet checks; route group billing appropriately.
• Be present for group arrivals to ensure customer satisfaction
• Prepare invoices and share with the sales team prior to sending to clients.
• Send receipts, follow up with groups upon payment, and post transactions in the system.
• Enter Group commissions.
• Manage contract turnover and filing.
• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.
• Consistently uphold the property's image by delivering high quality guest service at all times.
• Provide support to sales team members when needed and approved by the Director of Sales.
• Perform other duties as assigned.

QUALIFICATIONS

Education and Experience

• High School diploma plus 1+ year of administrative or equivalent experience.
• 1-2 years of hospitality experience, or a minimum of 2 years in a related field.
• Experience with hotel software systems: PMS, CRS, sales/catering software or the ability to learn multiple platforms quickly.

Knowledge, Skills, and Abilities

• Proficiency with Microsoft Office Suite/Google Workspace.
• Excellent organization and time-management skills to be able to handle multiple deadlines and priorities simultaneously.
• Strong attention to detail and follow-through.
• Clear, professional written and verbal communication skills with all levels of teammates, as well as guests.
• Strong guest/client service skills; ability to conduct site tours and assist during group check-ins.
• Strong active listening skills with the ability to understand, clarify, and respond to client and team needs effectively.
• Basic mathematical skills and comfort reconciling deposits, balances, and commissions.
• Strong data entry accuracy and document preparation skills (BEOs, proposals, invoices, resumes, contracts).
• Team oriented with the ability to work cross-functionally with all departments as needed.
• Professional demeanor and appearance.
• Reliable attendance and punctuality in accordance with company standards.
• Ability to read, write, speak and understand English; multilingual is a plus.
• Ability to operate and navigate basic phone and computer workstations, as well as interfaces.
• Ability to use sound judgement to follow instructions provided in written, verbal or diagram form and to address problems involving multiple concrete variables in standardized situations.
• Ability to work a flexible schedule to include additional hours, nights, weekends and holidays based on business demands.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The work environment characteristics and physical demands described here are representative of those that may be encountered by an employee and that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office-based setting with moderate to loud noise levels.
• Flexible work environment requiring working effectively, communicating well with others, delivering excellent customer service, and accept constructive feedback.
• Frequent change in activity and must be able to cope with interruptions.
• Regularly required to sit for extended periods of time.
• Frequently required to stand, walk, communicate by phone, email and in person, and use hands to type, handle documents, and operate office tools and CRM/software. Use of these functions may be needed simultaneously.
• Regularly required to lift, carry, push, pull or otherwise move objects up to 10 pounds.
• Occasionally required to lift, carry, push, pull or otherwise move objects up to 20-30 pounds.

Management reserves the right to change, modify, and/or alter any of the duties listed in this detailed job description in order to meet business changes and demands.