• Job Description

  Req#: 514504

  
  

  Hotel Equities, a multi-award-winning hotel development and hospitality management company, is currently searching for a remarkable Sales Coordinator/Front Desk Agent for the Best Western Wainwright, Alberta.

  Job Purpose:

  This position will work 50% of the time as a Sales Coordinator and 50% of the time as a Front Desk Agent.

  Sales Coordinator

  Assist sales managers and front desk in obtaining customer satisfaction by performing clerical and administrative duties relating to guest and hotel communications. Warm, knowledgeable service and helpful guidance reassure guests they’ve made the right choice to stay with us.

  • Provide support to the sales team in executing contracts, proposals, and correspondence
  • Assist with sales efforts in soliciting new business and in selling guestrooms, meeting space
  • Conduct site tours
  • Assist as needed with hotel and sales related functions, parties and blitzes
  • Oversee and create social networking sites
  • Prepare and send out direct mail projects, sales packets and collateral
  • Provide assistance to the Director and/or Manger of Sales and Marketing
  • Effectively communicate and coordinate the guest’s request with other departments
  • Answer and Respond to incoming telephone calls
  • Oversee office equipment maintenance
  • Responsible for managing all meeting room reservations and coordinating details with other departments including group agreements and set-up of meeting room.
  • Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events
  • Type Banquet Event Orders (BEO’s), route event orders to proper departments
  • Maintain the filing system
  • Maintain the trace System
  • Set up new files as needed
  • Maintain weekly Reader file
  • Responsible for spelling accuracy and professional appearance of correspondence
  • Inventory and maintain office supplies
  • Produce weekly productivity reports for sales meetings
  • May be asked to take accurate minutes of all sales meetings
  • Perform site inspections when no sales manager is available
  • Provide assistance to group leaders when necessary
  • Responsible for timely completion of monthly group status report
  • Perform other duties as assigned
  • Take every opportunity to amaze the guests
  • Ensures all guests are being treated in an efficient and courteous manner and that all Company standards are being applied.

  Front Desk Agent

  • Welcome guests with an appropriate greeting and consistently provide friendly, professional and attentive service. Utilize guest name at all available opportunities
  • Process reservations as per brand standards using basic revenue management skills to obtain the right rate based on occupancy levels for the day(s) requested
  • Offer loyalty rewards, upsells and property features/benefits
  • Demonstrate professionalism at all times and comply with company standards of appearance
  • Maintain confidentiality of guest and proprietary information
  • Promptly check in guests ensuring identification and credit card information matches reservation, in addition to being complete and accurate
  • Thank guest for choosing to stay at our Hotel; let them know we appreciate their business
  • Ensure all departing guests have been checked out; accurately post charges and process final payment; offer guest manual or e-mailed receipt; email guest survey link
  • Coordinate with Housekeeping to track and update room status in computer system
  • Assign room, process authorization, ensure guest signs registration card, prepare rooms keys and provide guest with property amenity and services information
  • Obtain vehicle license information and accurately record in guest’s reservation file
  • Promptly answer incoming calls, respond to incoming faxes and e-mail inquiries
  • Communicate with other departments to ensure guest requests are resolved without delay
  • Create reservations providing information regarding special rates, packages and cancellation policy(s)
  • Promote Hotel rewards program and provide details regarding membership and benefits
  • Print end of shift report(s), reconcile float, complete required paperwork and deposit pouch
  • Follow Health & Safety and Emergency policies and procedures
  • Maintain a clean and well organized work area
  • Supports company, brand and industry environmental initiatives and programs through the use of environmentally friendly, sustainable products and best practices
  • Ability to multi-task and work in fast paced environment

  
  

  Qualifications and Requirements:

  High School diploma /Secondary qualification or equivalent.

  Experience with Marriott, Hilton, IHG, Wyndham or Hyatt processes and standards.

  This job requires the ability to perform the following:

  • Proficient in Microsoft Word, Excel and PowerPoint
  • Available to meet Guests and assist with welcome/check-in which may include week-ends
  • Basic administrative knowledge such as business letters and telephone etiquette
  • Extremely well organized and detail oriented.
  • Ability to read, write and speak English, with excellent grammar and communication skills (written and verbal)
  • Positive interaction with colleagues and guests.
  • Excellent customer service skills are required.
  • Self-motivated and ability to work with minimal supervision.
  • Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems
  • Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task
  • Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
  • Must be able to lift up to 15 lbs occasionally
  • Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity
  • Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates
  • Vision occurs continuously with the most common visual functions being those of near 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 including computers, fax machines, copiers, printers and calculators. Must be able to type 50 wpm.

  Other:

  • Being passionate about people and service.
  • Strong communication skills are essential when interacting with guests and employees.
  • Reading and writing abilities are used often when completing paperwork, logging issues/complaints/requests/ information updates, etc.
  • Basic math skills are used frequently when handling cash or credit.
  • Problem-solving, reasoning, motivating, and training abilities are often used.
  • Have the ability to work a flexible schedule including nights, weekends and/or holidays.

  Amazing Benefits At A Glance:

  • Team Driven and Values Based Culture
  • Medical/Dental
  • Vacation & Holiday Pay
  • Employee Assistance Program
  • Career Growth Opportunities/ Manager Training Program
  • Reduced Room Rates throughout the portfolio
  • Third Party Perks (Movie Tickets, Attractions, Other)
  • Employee discount
  • Life insurance
  • Parental leave
  • Referral program

• About the company

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