Complex Sales Coordinator at Vinayaka Hospitality in Oak Brook, IL

JOB SUMMARY

Enhance and maintain automation initiatives in the sales and catering database to boost daily productivity for sales, catering and convention services teams.

ESSENTIAL FUNCTIONS

· Leverage knowledge of both DoubleTree and Marriott facilities to effectively support the sales and events when needed.

· Oversee and manage the sales database and group sales backlog to ensure data accuracy for reliable reporting, including safeguarding the confidentiality of stored information.

· Handle all hotel interfaces related to the sales and catering systems.

· Maintain the organization, archiving and retrieval of backup materials for the property.

· Foster strong client relationships and ensure that convention specifications are communicated and implemented for a successful experience for both meeting planners and attendees.

· Monitor and manage room blocks in accordance with contracts, utilizing group history reports and client information to optimize hotel revenue, making necessary adjustments.

· Review sales contracts and other critical information, such as room blocks, cutoff dates, special concessions and attrition clauses, and confirm with clients through turnover letters.

· Enforce program deadlines and collaborate with clients to release unnecessary meeting space to maximize hotel revenue.

· Produce and distribute the convention resume two weeks prior to the main group's arrival, communicating any changes and updates to hotel departments.

· Accurately forecast group room and food and beverage revenues for assigned groups and affiliated business within a 5% variance.

· Verify sleeping room and suite blocks, special concessions, and rates as outlined in contracts with group reservations agents, and provide updates on any changes.

· Additional responsibilities may be assigned by the Complex Executive Director of Sales.

SUPPORTING FUNCTIONS

In addition to the essential functions, this position may involve a variety of supportive tasks, with the time dedicated to each determined by the manager based on the hotel's specific needs:

· Represent the hotel in a professional manner at community and industry events and organizations.

· Work collaboratively as a team member across all departments.

· Assist in compiling reports and gathering competitive data.

QUALIFICATIONS AND SKILLS

Candidates should demonstrate the following knowledge, skills, and abilities, and be able to perform the essential functions of the role, with or without reasonable accommodation:

· Minimum of one year of experience in a hotel setting.

· Ability to learn sales systems for both DoubleTree and Marriott brands.

· Proficiency in speaking, reading, writing, and understanding the primary language(s) used in the workplace.

· Strong verbal and written communication skills are essential.

· Tasks are often performed independently or as a team leader within a collaborative environment.

· Basic computer skills are required.

· Familiarity with hotels and competitive landscapes.

· Commitment to ensuring consistent guest satisfaction.

· Capability to make decisions with limited guidance based on general policies and procedures.

AVAILABILITY

This organization operates 24/7. Typically, this role requires work Monday through Friday, with hours varying according to business needs. Occasionally, you may be required to adjust your schedule to include weekends or change your work hours based on business demands. Please note that the number of hours you work will be determined by business needs.

In accordance with Illinois law, the compensation and benefits for this position are as follows:

Pay Range:
$24.00 – $25.00 per hour

Compensation within this range will be determined based on relevant experience, skills, and other job-related factors consistent with applicable law.

Benefits

Eligible employees may receive access to the following benefits, subject to plan terms and eligibility requirements:

• Paid time off, including:
  • Paid holidays
  • Paid sick leave and/or paid leave
  • Vacation time
• Medical, dental, and vision insurance
• Life and disability insurance
• Employee Assistance Program (EAP)
• Employee discounts (e.g., hotel stays, food & beverage, and partner programs)

Paid Leave

This position is eligible for paid leave benefits in accordance with applicable state and local laws.

The Company provides paid leave benefits that meet or exceed legal requirements. Details regarding accrual, use, and eligibility will be provided upon hire.

Scheduling Expectations

Work schedules for this position are based on business needs and may vary, including:

• Evenings, weekends, and holidays
• Shifts based on occupancy levels, events, and seasonal demand

Schedules are communicated in advance in accordance with Company policy.

We are an Equal Opportunity Employer and are committed to creating an inclusive environment for all employees.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, protected veteran status, or any other characteristic protected by applicable federal, state, or local laws