Sales and Marketing Coordinator

Parker House Hotel

As you pass through the sculpted bronze doors of this luxury Boston hotel, you will be enveloped by the timeless beauty that has made the Omni Parker House a landmark since 1855. Experience the perfect blend of modern amenities and historic charm at America's oldest continuously-operating hotel.Located on the Freedom Trail, guests enjoy grand views of historic downtown Boston, distinguished decor and thoughtful amenities that are evident in every striking detail in each of the 551 luxurious guest rooms. Walk to Beacon Hill, Faneuil Hall Marketplace, Quincy Market, the Financial District, shopping and more. Just 2.5 miles (10-15 minutes) from Logan International Airport. Come join us and our family and create your own history as an employee of this historic property.

This vital role will work closely with the Director of Sales and Marketing and Sales team to ensure successful execution of all operations relating to the department, resulting in high levels of guest satisfaction. This position handles all administrative duties required by the Sales and Marketing Divisions in order to provide superior services to our guests

Schedules and prioritizes work load to meet deadlines of all managers.
• Types and distributes all correspondence, including letters, emails, proposals, contracts, etc. for assigned managers. Ensures that all correspondence is 100% accurate.
• Check own mailbox in the morning and afternoon.
• Maintains account files and ensures that all information is included in file, i.e. post convention reports, letters, fax information, etc.
• Respond to telephone inquiries by determining clients' needs and specifications for referral to both Group & Catering Sales Manager.
• Ensures that all managers receive messages in a timely manner. (Messages to include name and phone, group or company name, number of caller, date and time call received).
• Enters group information (sites, resumes) into Outlook for managers
• Enters work orders in Synergy as directed by managers.
• Gathers materials and mails packages to clients as necessary.
• Takes detailed inquiry leads and submits to appropriate manager.
• Inputs amenities into Opera for VIP clients and processes paperwork (amenity card, receipt signature from Room Service) when requested.
• Covers for colleagues during lunch.
• Participates in Sales Meeting Regularly
• Responsible to prepare and distribute BEOs, Daily Reports, Reader Boards, Door Signs, Guarantee Sheets and 12-day Reports in a proactive manner
• Update Sales Binder and ensure BEOs and Events are cross referenced

• Ideal candidate should have at least 6 months prior experience in a hotel administrative role, but not required
• Ability to effectively use Microsoft Word, Outlook, and Excel is required
• Must have good organizational skills, attention to detail, and be able to multi-task. Time Management is important
• Knowledge of four-diamond / four-star customer service standards
• Willingness to learn and build upon existing administrative, sales, and customer service skills
• Previous experience in a Luxury Hotel Customer Service / Reservations (strongly preferred)
• Experience with Delphi, Opera ORS, and Opera PMS, Cvent, Birchstreet, Social Tables (strongly preferred)
• Proficient computer skills on Microsoft Office, Excel, and Word
• Excellent and professional communication skills
• Highly detailed, and able to maintain excellent organizational skills - while working in a fast pace environment.
• Ability to multi-task while working on multiple future groups.