Sales & Marketing Coordinator

Are you outgoing, energetic, passionate, and authentic? Enchantment Resort is the perfect spot for you!

At Enchantment, we work together to create and deliver personalized extraordinary experience for all guests and team members here at the resort. Our culture is fast-paced, collaborative, inclusive, engaging, and we have one of the best views you’ll ever find! Come join us!

Basic Function

Responsible for developing and overseeing smooth, effective sales, catering and conference services processes to enable the growth of the resorts and overall organization, and to ensure department personnel are supported in their ability to sell and service groups. Provide support to Group Sales, Leisure Sales, Catering Sales, Conference Services and senior leadership of each area.

Work Performed:

1. Managing group and wedding inquiries intake/distribution process from all sources (phone, email, brand.com sites and sourcing platforms) and gathering/disseminating client needs/expectations in the CRM
2. Prequalify wedding leads and respond to non-qualified leads.
3. Drafting and initial review of sales contracts with expert knowledge of contract terms/conditions and revenue/operations expectations
4. Process and maintain overall department expenses, including department check book when assigned
5. Support, facilitate and participate in the conducting of site inspections for each discipline
6. Assist in compiling key data for various sales production reports, annual budgets, annual strategic sales plans, and monthly recaps and structuring/compiling final drafts for submission
7. Manage sales CRM (Delphi) at an administrator/expert user level, deploying continuous efforts toward ensuring data accuracy, including contact list management/entry, engaging all sales personnel in bi-annual audits and engaging in cleanup projects as needed
8. Create and deploy CRM email campaigns as necessary to poll, inform or engage targeted clientele and/or positively impact revenues
9. Assist Director of Sales and Marketing in daily operation as requested by DOSM as well as Director of Catering Conference Services (DOCCS)
10. Manage department share drive, ensuring organization and accurate/current information with consistent management of vendors relationships; regularly updating related contacts, descriptions and pricing
11. Research, organize and maintain target competitor and prospective client lists as needed to inform sales and revenue initiatives
12. Strategic progression and regular maintenance of lead source platforms and partner sites, to ensure accurate, on-brand information/photography
13. Assist in the discovery process for Development projects as directed by DOSM
14. Assist in the booking all in-house meetings, including distribution of BEOs.
15. Distribute banquet event orders for all functions to appropriate departments via email on a weekly basis.
16. Prepare hard files for group programs once definite group is received from Sales, update group assignment list and distribute to all managers.  Distribute addendums when received from Sales as necessary, enter new files into the shared calendar in Outlook
17. Manage inventory of supplies/collateral/giveaways, sourcing and ordering as necessary
18. Planning and management of sales events, including in-market presentations/experiences and on-property client/personnel familiarization events
19. Maintain knowledge of all resorts, outlets, events, and amenities to inform colleagues, update platforms and sales materials, and effectively present during qualifying discussions with prospective clients
20. Use discretion, independent decision making and judgment when necessary
21. Prioritize heavy workloads, including day-to-day functions and various projects
22. Maintain flexible schedule including weekends, evening and early morning hours and holidays as requested by department leaders
23. Other duties as assigned

Reports to:

Director of Sales and Marketing

Minimum Requirements:

Bachelor’s degree preferred. Must have at least 1 year working in a luxury resort environment with a strong understanding of hotel operations and/or sales/catering processes.

Must have strong attention to detail, organizational skills, excellent written and verbal communication skills and be able to perform and prioritize multiple tasks with ease. Delphi. fdc and Agilysis PMS experience preferred.

Must be able to manage multiple projects efficiently and manage own time clock.

Being proficient on Microsoft Word, Microsoft Excel, Microsoft Power Point and related MS programs required.

Physical Requirements:

Lifting up to 50 pounds 70% Sitting

30% Walking, standing and bending Hearing and manual dexterity Distance vision 1-3 feet