Job description

Department: Group Sales

Division: Commerce / WinStar

Job Title: Sales Coordinator

General Description: Will support Sales Representatives by coordinating events and group bookings. Determine each account’s needs and how best to execute to those needs. The Sales Coordinator is responsible for the efficient and professional coordination of all assigned conventions or meeting groups.

Supervision Received: Sr Sales Coordinator

Supervision Exercised: None

Essential Job Functions:

• Responsible for planning and scheduling of the events. Responsible for execution in the production of all events within the WinStar World Casino Resort.
• Perform duties relevant to account responsibilities in compliance with corporate guidelines, document and organize detailed requirements of each function
• Coordinate activities of various departments to service accounts, such as directing room service in the creation and delivery of VIP amenities
• Establish rapport with and entertain meeting planners while promoting hotel facilities and services
• Conduct site inspections throughout property
• Assign banquet meeting rooms set up based on needs of clients, e.g., classroom, rounds, reviewing banquet associates work to ensure accuracy
• Monitor in house group activity providing assistance as needed, i.e. organizing exhibit set up
• Advise sales staff as to ability to accommodate client demands including phone requirements, fit of available space and materials such as booths
• Assist sales staff in promoting hotel, developing leads and securing re-bookings
• Plan and conduct pre and post-convention meetings with clients and respective departments
• Document tracking of group activity
• Access and input data into a computer system to generate account history reports
• Have comprehensive knowledge of all operational departments within the Resort/Convention Center; guest services, reservations, rooming lists, housekeeping, audio visual, PBX, accounting, restaurants, spa, golf, promotions and engineering.
• Know meeting room set-ups and capabilities
• Execute guarantee and cut-off policies
• Manage Delphi and adjust space in order to ensure maximum potential revenue
• Maintain customer relationship from the initial turnover from Sales through post event phase to the return to sales for re-solicitation
• Manage Delphi Bookings during and after events. Update final numbers for forecasted/actual revenue.
• Clear, concise written and oral communication skills
• Keeps management informed by submitting activity and results reports, such as weekly work plans, and monthly and yearly sales reports.
• Handle phone inquiries and call returns in the timeliest of manner possible.
• Responsible for working up Banquet Event Orders, work orders, event itineraries and expedites all customer information requests in the timeliest of manner possible.
• Demonstrate complete product knowledge of the Resort so as to always give the best and correct impression to all.
• Provide Sales Representative all sales, such as account history, files, account qualifications, reports, invoicing and weekly sales reports.
• Assist in creating and revision of property and venue layouts for each event and communicate to all departments affected.
• Maintain a working relationship with Sales Team and 3rd Party Vendors.
• Responsible for communicating to 3rd Party Vendors the needs and wants of group requests for successful execution.
• Responsible for invoicing/Accounts Payable of Sales Department.
• Responsible for Graphics Requests for each group. Will work directly with Marketing/Graphics Team for requests such as Banner Bugs, Posters, CastNet Screens, Video Wall, Directional Signage, and Welcome Banners.
• Responsible to collecting attendee information for Players Club Card Manifests, to report Gaming Revenue
• Responsible for collecting Gaming Information and Revenue from Players Analysis and Players Club. (Gamers Play and Number of PC Cards made)
• Propose new ideas to improve event planning and implementation processes to the Sales Representative.
• Assist designated Facility Operation Managers with schedule of events for Work Orders, Housekeeping needs, etc.
• Ensure that the Sales Representatives have sufficient quantities of sales support material and up to date information for prospective clients.
• Pre/During/Post Event tasks may include but not limited to: budget creation, management and tracking spend, registration management, managing food and beverage, organizing entertainment and social gatherings, ordering signage/displays through Graphics Department, assessing Audio Visual needs, printing, shipping and tracking, providing onsite support as required.
• Post event follow up included event case study, meeting recap, event surveys, review of invoices, expense allocations and processing payments.
• Assist with data entry and/or lead reporting efforts
• Perform all other duties as assigned

Minimum Qualifications

Education:

• High School Diploma or equivalent required
• Bachelor Degree in a Sales & Marketing, Business or related field preferred

Knowledge, Skills and Abilities:

• Be able to speak effectively in group situations or presentations.
• Understanding of basic selling skills, with exceptional analytical, organizational, and communication abilities to work within a professional, team-oriented environment
• Excellent interpersonal skills both in person and by phone with high professionalism.
• Ability to manage multiple projects and work assignments from a variety of sources.
• Fantastic customer service ethic and high expectations for quality.
• Proficient using the latest versions of Microsoft Word, Excel, Power Point, Access, and mail merges, email and web searches.
• Preferred proficiency in Delphi and Lodging Management System.
• Must be flexible with work schedule and able to work weekends, holidays and late nights if required.
• Must be able to read, understand, apply, and retain knowledge of departmental rules, regulations, and policies.

Training and Experience:

• At least two (2) years of experience in event coordination related positions.
• Preferred proficiency in Delphi and Lodging Management System

Licenses/Certifications/Other:

• Be able to pass a background check and receive a gaming license from the Chickasaw Nation Office of the Gaming Commission as required to work in gaming operations.
• Complete pre-employment drug test with a negative result.

Physical Requirements:

§ May be required to lift up to fifty (50) pounds, possess good manual dexterity, and hand/eye coordination, but these requirements are based on needs of facility and staffing.

§ Must be able to stand, sit, and walk for prolonged periods of time in order to properly perform the assigned job duties.

Work Environment:

The work environment is primarily in an office setting. Work environment requires the ability to work in a confined/open office environment, ability to maintain a professional tone and volume, as well as the ability to be able to sit at a desk/computer for an extended amount of time and look at computer monitors during the full duration of the employees’ shift. Must be able to work in an environment where second hand smoke may be present and exposure to loud music/flashing lights.

Job Type: Full-time

Pay: $18.14 - $18.77 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Vision insurance

Schedule:

• Day shift
• Evening shift
• Holidays
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Thackerville, OK 73459: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Preferred)

Work Location: In person

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