Person, Food, Meal, Restaurant, Shelf, Sweets, Birthday Cake, Cafeteria, Shop, Icing

 

 

 

Sales Coordinator

Washington, DC, United States, Washington, United States

Sales Coordinator

  • Washington, DC, United States
  • Sales & Marketing Division
  • Full time

The Company

Mandarin Oriental Hotel Group is the award-winning owner and operator of some of the world’s most prestigious hotels and resorts. The Group now operates or has underdevelopment over 40 hotels with more than 11,000 rooms in 25 countries in key business and leisure destinations.

The Hotel

Set at the heart of the US capital between Maine and Maryland Avenues and 12th and 14th Streets, SW, Mandarin Oriental, Washington DC has redefined luxury in the city. Just streets away from the nation’s most revered monuments and the Smithsonian Institution, the hotel is also within easy reach of Capitol Hill and the seat of power.

Strategic Intent

It is the mission and intent of this position that the incumbent will keep the guest’s perspective in mind at all times and carry out the mission of the Sales & Marketing Department.  They are a vital source of support for the sales team and overall assist in the hotel achieving its goals and objectives.

Scope of Position

The incumbent will take full responsibility for assisting members of the Sales team with general administrative duties associated with the hotels clients.  They will be 100% efficient and professional when receiving and making telephone calls or any type of correspondence with the hotel’s clients.  The Administrative Assistant will represent the Sales and Marketing department both internally and externally.  They should be self motivated.  They should anticipate colleague needs and use own initiative to solve any arising issues.

Organizational Structure

The Administrative Assistant will report directly to the Director of Sales and Marketing and will support the Sales with intermittent duties for the Event Management, Catering, and Communications teams.

Duties and Supporting Responsibilities

  • Major Responsibilities:
    • Handle and assign all incoming leads.
    • Maintain department filing system.
    • Arrange appointments and meetings for sales managers and department.
    • Keep and inventory printed and online Sales and Marketing collaterals.
    • Maintain stationary storage and inventory levels.
    • Compile reports and other statistical information as requested, including Delphi/Market Vision daily and weekly reports.
    • Receive and handle all incoming calls and inquiries according to MOHG LQE Standards and training.
    • Organize hotel familiarization visits.
    • Ensure Delphi input and profiles comply 100% with MOHG best practices.
    • Maintain a close working relationship with global sales colleagues.  Communicating regularly and working together to secure business from mutual clients.
    • Maintain accurate database of all information for relative contacts (organizers, third parties, influencers & end users).
    • Set example for all colleagues to emulate by complying with all hotel policies and procedures.
    • Perform a variety of other duties as assigned and responsibilities as requested.
  • Financial Responsibilities:
    • Account for departmental expenditure through the hotel’s check-book as and when requested.
    • Produce and submit purchase orders according to the hotel’s procedure, as requested.

    Success Profile for this Role (Hotel Competencies)

    Customer Focus 

    Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information (or preferences) and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with both internal and external customers and gains their trust and respect.

    Managing Vision and Purpose 

    Communicates a compelling and inspired vision or sense of core purpose; talks beyond today; talks about possibilities; is optimistic; creates mileposts and symbols to rally support behind the vision and can inspire and motivate the team. Makes the MOHG mission and vision sharable by everyone and embodies our Guiding Principles.

    Drive for Results 

    Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

    Functional and Technical skills

    Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

    Problem Solving

    Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn't stop at the first answers. Makes good decisions based upon a mixture of analysis, wisdom and experience.

    Informing

    Provides the information people need to know to do their jobs and to feel good about being a member of the team, unit, and/or the organization; provides individuals information so that they can make accurate decisions; is timely with information.

    Process Management

    Good at figuring out the processes necessary to get things done; knows how to organize people and activities; understands how to separate and combine tasks into efficient work flow; knows what to measure and how to measure it; can see opportunities for synergy and integration where others can't; can simplify complex processes; gets more out of fewer resources.

    Time Management

    Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities. Makes decisions in a timely manner.

    Interpersonal Savvy

    Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

    Developing Self

    Is personally committed to and actively works to continuously improve him/herself; understands that different situations and levels may call for different skills and approaches; works to deploy strengths; works on compensating for weakness and limits. Picks up on the need to change personal, interpersonal, and managerial behavior and seeks feedback.

    Ethics and Values

    Adheres to an appropriate (for the setting) and effective set of core values and beliefs during both good and bad times; acts in line with those values; rewards the right values and disapproves of others; practices what he/she preaches.

    Integrity and Humility

    Is widely trusted; is seen as a direct, truthful individual; keeps confidences; admits mistakes and flaws. Can get things done quietly without unnecessary noise; is careful to make others comfortable; is authentic; helps others save face in difficult situations; maximizes the contribution of all; encourages the expression of viewpoints from all concerned; is modest and self-effacing; respects the views of others.

    Composure

    Is cool under pressure; does not become defensive or irritated when under pressure or when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn't show frustration when resisted or blocked; is a settling influence in a crisis.

    Requirements

    Mandatory

    • Bachelor’s degree in related field or equivalent experience.
    • Solid administration skills including but not limited to accurate and timely filing, proofreading and editing documents, managing multiple incoming telephone calls, faxing, mailing, and creating various business documents is required.
    • Typing skills of at least 50 words per minute.
    • Fluent in English with demonstrated use of professional verbiage; superior communication skills are required.
    • Proficiency with Microsoft Office suite.
    • Ability and willingness to work flexibly including early mornings, evenings and weekends as business needs may require.

    Desirable

    • Experience in a luxury hospitality environment strongly preferred.
    • Previous knowledge of Delphi, Cvent or Salesforce and similar CRM platforms.
    • Demonstrated ability to manage multiple priorities effectively.
    • Ability to successfully handle pressure in a fast paced environment.
    • Excellent interpersonal skills with all levels of management, colleagues, guests and clients.
    • Willingness to learn the role of a sales manager and aspire to that position.

    Each of the items listed is considered an essential function of the position.  However, the duties, responsibilities and requirements presented in this job description are intended to be broad based and high level and should not be construed as an exhaustive list of all roles or responsibilities for the position.  The Company reserves the right to alter the duties and responsibilities of the position. 

    It is Company policy to comply with the Americans with Disabilities Act, including by providing reasonable accommodations that do not constitute an undue hardship on the Company.  Employees or applicants should direct requests for accommodation to Director of Human Resources.

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