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Sales and Systems Coordinator job in Kahuku at Benchmark Hospitality

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Sales and Systems Coordinator at Benchmark Hospitality

Sales and Systems Coordinator

Benchmark Hospitality Kahuku, HI Full Time

Come be a part of something bigger!

More than 10,000 dedicated employees around the world bring their unique talents, expertise and experiences to work every day with Benchmark. Our strength lies in our diversity, positive service attitude and determination to succeed.  Come be a part of our “Be the Difference” philosophy, where every employee, at every level, in every job strives to capture moments when they can provide memorable, personalized service to our guests, coworkers, and communities.

We are a strong believer in offering our employees Work-Life Effectiveness through, practices, policies, and programs to help our employees achieve success at both work and home.  Here are just some of the great benefits we offer:

  • Full Time employees have access to Medical and Dental insurance to fit your needs
  • Benchmark University (You can grow both personally and professionally through on-line webinars and self-study courses) 
  • 401K match (Let us help you build your financial future)
  • Companywide Hotel Room Discounts (Who doesn’t love to get away)
  • Paid Time Off (Holidays/Vacation)
  • Employee Assistance Program (We are here to support you)
  • Employee family events (bring the kids!)
  • Partnerships and discounts with major retailers such as AT&T, Verizon and Dish to name a few
  • Many more, please inquire for more details

Who are we?

Manages and maintains the sales/marketing and cater/conference services database system, coordinates all data and reports and serves as the communication link between sales/marketing, catering/conference planning system users, management and technology specialists.  Supports managers within the sales & marketing team.

What you will have an opportunity to do:



ESSENTIAL JOB FUNCTIONS





  • Develops and customizes the database on an ongoing basis to meet the business requirements of the property, to reflect and track unique property characteristics and to support company-wide database standards, working closely with the Director of Sales and Marketing, Director of Catering and Conference Service and Turtle Bay Resorts’ manager, Marketing Enterprise Services.



  • Monitors and audits booking entry performed by sales/marketing, catering and conference planning staff to ensure quality and accuracy; generates and monitors daily booking transaction reports to keep abreast of group business on the books.



  • If property is not interfaced with front office system, communicates group room block requests and revisions to the Reservations Department for entry in the front office system



  • Ensures on-going verification and reconciliation of room blocks between Reservations and Sales/Marketing on a regular basis.



  • Serves our guests calling the department by answering phones, coordinating leads and working proactively with managers.



  • Serves the other Turtle Bay Resort employees who serve our guests.



  • Performs any and all functions as directed – you are a member of the entire Turtle Bay Resort team, not just a member of your department.



  • Takes personal responsibility to ensure the success of the team – the team succeeds because of your actions. Always puts the team objectives ahead of your personal agenda.



  • Ensures accurate updating of group room pickups and transient reservations, if any, into the database; monitors transient allocations established in the marketing plan and budget.



  • Executes Turtle Bay Resort established procedures for tracking and reporting lost, cancelled and turndown business.



  • Monitors and audits the database of accounts, contracts, profiles, leads and activities to ensure that users adhere to minimum database standards.



  • Works closely with database users and Turtle Bay Resort’s Manager, Marketing Enterprise Services, to promote and maintain database quality in all areas of the system to ensure consistent use and consistent reporting.



  • Performs queries format the database to monitor data quality and for market research and direst mailings as directed by the Director of Sales and Marketing, Director of Sales and Sales Managers.



  • Maintains and updates plan values in Delphi MPE to include:



Transient Protect

Group Room Budget (Room and Rates)

Minimum Acceptable Rate (MAR)

Sales Goals by Sales Manager 



  • Coordinates the application of Word merge forms and provides support to sales/marketing, catering/conference planning administrative staff to ensure efficient utilization of merge documents.



  • Prepares and distributes daily, weekly, monthly and annual sales and marketing reports to sales staff, managements and owners including:



  • Weekly, monthly and quarterly reports to include pace, pace summary, sales production, STAR lead generation, lost business



  • Owner presentation reports



  • Production of reports for and coordinates property’s annual Marketing Plan



  • Coordination and formulation of custom reports for various marketing, forecasting and operational purposes



  • Reports as requested by the Director of Sales and Marketing or other departments



  • Maintaining master copies of Pace, Pace Summary, Production, STAR Lead reports.



  • Works closely with IT staff and vendors to trouble shoot database problems, to determine if problems are user error, program functionality o5r hardware functionality. 



  • Assists in evaluating software and database requirements, limitation, and functionality and report enhancements needs to Turtle Bay Resort’s Manager, Marketing Enterprise Services. 



  • Trains and supports new employees on the database application, monitors computer based training procedures and follows up with training on Turtle Bay Resort standards, implements new database features, standards and procedures on an ongoing basis, working closely with sales/marketing and catering/conference planning users.



  • Ensures that there is at least one fully trained backup to the Marketing Information Coordinator position at all times.



  • Communicates regularly with Turtle Bay Resort’s Manager, Marketing Enterprise Services and Database Manager regarding database issues, changes, questions, and updates.



  • Reports new database users for addition and/or deletion to the Delphi Help Desk.



  • Keeps all system manuals and standard operation procedures up-to-date; contributes to the ongoing formulation to training and standard operating procedure manuals.



  • Actively participates in Turtle Bay Resort’s sales Coordinators forum, promoting ongoing communication among the group and sharing skills, ideas and solution company-wide.



  • Works closely with Turtle Bay Resort’s Manager, Marketing Enterprise Services to implement special company-wide projects and procedures. Fosters ongoing communication and good relationships with key vendor technicians and in-house and home office IT staff to ensure the most efficient and effective database support. 



  • Maintains master file system for all related paper work, 1.e, recaps, contracts, and daily reports. Maintains both hard copies and electronic copies on the network of all Pace, Pace Summary, Production, and STAR Lead reports for future reference.



  • Other responsibilities as directed by the Director of Sales and Marketing or Director of Sales. Performs any and all functions as directed – you are a member of the entire Turtle Bay Resort team, not just a member of your department.



  • Takes personal responsibility to ensure the success of the team – the team succeeds because of your actions. Always puts the team objectives ahead of your personal agenda.



  • Performs the security and safety function of all Turtle Bay Resort employees to ensure the security and safety of all guests and of all fellow employees - be vigilant for all safety/security issues, correct and/or report all issues immediately.



  • Performs the housekeeping function of all Turtle Bay Resort employees – keeps your work area clean and neat, and correct and/or report any housekeeping issues outside of your work area in the public and heart-of-the-house areas as you encounter.



  • Performs your sales function – all Turtle Bay Resort employees are sales people for the company and for the property - is knowledgeable of Turtle Bay Resort and of all aspects of your property, and always present both in the best light to guests and to the community at large.



  • Performs your community ambassador function – gets involved in your community and represent Turtle Bay Resort and your property well. Always speaks first and speak last to guests in a friendly, courteous manner – every guest encounter should include this.



  • Always greets co-workers in the same friendly, courteous manner – never passes a fellow employee without acknowledgement. Deals with all guests and fellow Turtle Bay Resort employees with respect and honesty.



  • Present yourself properly in the work place at all times – name badge, dress/uniforms always clean and pressed, personal grooming always up to standard.





SECONDARY JOB FUNCTIONS

Assists tour and travel manager with development and management of discount travel site program.



QUALIFICATIONS

Essential:

High school diploma or equivalent. Minimum of 2 years of college, degree desirable. Excellent written and oral communication skills. Prefer experience in hotel sales or related industry. Strong Analyst skills or willingness to learn Assertive, outgoing and self-motivating individual with pleasant personality. Needs to be able to analyze date and communicate effectively with peers and superiors in a positive manner. Fluency in English both verbally and in writing and respond to vendors needs. Ability to do the following:



  • Perform job functions with attention to detail, speed and accuracy.



  • Prioritize and organize.



  • Be a clear thinker, remaining calm and resolving problems using good judgment.



  • Follow directions thoroughly.



  • Understand guest’s service needs.



  • Work cohesively with co-workers as part of a team.



  • Work with minimal supervision.



  • Maintain confidentiality of guest information and pertinent hotel data.



  • Full understanding of Microsoft Office, Word, Power Point & Excel



  • Expert knowledge of Amadeus or similar system strongly preferred



  • Satisfactorily communicate with guests, management and co-workers to their understanding.



Desirable:

College degree. Certification of previous training in computers. Experience with computers, calculators or word processors. Previous guest relations training. Previous experience in hospitality industry, preferably at an up-scale hotel. Familiarity with preparing statistical reports.

What are we looking for?



Benchmark Hospitality is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

 

Recommended Skills

  • Conference Services
  • Booking (Sales)
  • Market Research
  • Extroverted
  • Friendliness
  • Courtesy
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