Sales Coordinator

Sales Coordinator

At One&Only, we exist to create joy for our guests through anticipation, creativity, precision, empathy, and warmth. We tailor every aspect of our guests' stay to bring their dreams and desires to life. With an atmosphere that's chic but wonderfully unstuffy™, and a team who are meticulous but warm, we seek to exceed our guests' expectations at every possible turn.

Woven seamlessly into the diverse, dramatic vistas of one of Mexico's last tropical beachfront jungles in Riviera Nayarit, One&Only Mandarina provides the perfect balance between chic treehouse seclusion and clifftop villas. The warm Mexican charm is one of our most unique and valued assets. With abundant knowledge and generosity, we anticipate our guest's every need and surpass expectations. Whether we are designing the perfect family day out or arranging a romantic private dinner, we approach everything with imagination to spark a sense of playfulness, discovery, and adventure. This is not simply our job, it's our passion.

Responsible for providing a full range of administrative support activities to the Director of Sales & Marketing and Group Sales department with great energy in a professional and stylish manner to ensure the smooth operation of One&Only Mandarina sales and revenue goals.

Key Duties and Responsibilities:

• Provides full administrative and operative support activities for the Director of Sales & Marketing, and Group Sales Managers/Directors to ensure maximum productivity and smooth running of the Sales team.
• Provide support as may be required by the Sales team, including the handling, preparation, and writing of correspondence, establishment and maintenance of various filing/records/database, tracing pending issues and following up as appropriate, screening telephone calls and organizing appointments and meetings.
• Assists in the management of Sales and Marketing administrative, operational, and marketing function. Compile data and produce regular scheduled reports. Liaise with the Sales and Marketing team in relation to necessarily follow up on queries, deadlines, requests, and special functions instigated by the Sales Team.
• Manage sales team purchasing, finance, and account processes, expense management, and invoice reconciliation.
• Review processes and implements systems that will increase general office productivity and reporting formats each month.
• Coordinate client visits including the preparation of all required collateral, and when required assist the sales and marketing team conducting sales calls.
• Salesforce and Opera champion for sales office
• Act with a degree of independence as liaison with both internal and external clients. Handle trade client requests and complaints with same day turnaround as appropriate in order to WOW them whilst ensuring a lifestyle experience.
• Handle and co-ordinate ad hoc reservations and site inspections specifically managing group sales team client family requests from start to finish until handover with property is conducted (including comp forms, updating family log, arrange itinerary and send to client etc.)
• Manage all group and events sales team print and collateral trade requirements, including obtaining quotes, briefing printers and follow up with direct manager.
• Maintain and protect the quality of internal trade CRM database (2017 Salesforce) including implementation of policies and procedures, training manuals, and data synchronization.
• Development of PowerPoint presentations for reporting requirements as required (Kerzner compulsory)
• Reservations champion for any trade sales updates each week after fulfillment of promo sheets from trade campaign activity.
• Produce management reporting and End of Month reports for sales team; including but not limited to account reporting
• Assist with preparations of trade shows ensuring timely registration, payment of fees, and dispatch of collateral.
• Preparation of OOMM gift certificates and prize certificates as required.
• Co-management of groups and events Sites with Sales Team and Director of Groups
• Support execution of all National and International Contracting within the new contract year and allocation management throughout the year
• Perform other duties as assigned by DOSM and Director of Groups and Events
• Scheduling appointments during Sales Calls
• Planning/assisting of special events
• Coordinate shipment of Collateral
• Complete Offer Forms/ Comp Forms

Administrative:

• Weekly Summary Report
• Answer incoming calls and assist with information
• Manage all collateral requirements of the department (fact sheets, Promotional flyers, business cards, etc.)

Finance:

• Annual Sales & Marketing Action Plan Budget
• Annual Sales & Marketing Commercial Plan
• Prepare Expense reports for Director of Sales and DOSM/Process Sales Office Expense Reports – maintain a log
• Process all invoices with Partners
• Approve FedEx invoices

General:

• Quarterly Action Plans (now imported onto SmartSheet)
• Monthly Business Review preparation
• Handle Travel Agent/Industry requests
• Handle Gift Certificate requests
• Media Requests
• Create and update PPT presentations and photo books
• Keeper of list detailing all Partnerships, Programs, Promotions, and Packages
• Keeper of list detailing all Sales & Marketing actions throughout the year
• Handle collateral requests
• Office support to Groups and Events, DOSM

About You:

• Minimum 2-year experience related to Sales in acknowledged resorts and hotels
• Tourism, Business, or Marketing Undergraduate Degree desirable
• Excellent Microsoft Office Skills essential
• Strong Communication Skills required
• Strong attention to detail essential
• Spoken and written English/Spanish is necessary
• Knowledge in groups and events administration and operation

Our brand is expanding faster than ever before. We are investing in the growth of our company, and that means we are committed to investing in you. Join a team that is open-hearted, intuitive, generous, and spontaneous in spirit. We believe in making our guests happy beyond anything they have ever imagined. We wow them at every turn and create memories that will last a lifetime. You will be at the heart of this vision, to constantly innovate to deliver Amazing Experiences and Everlasting Memories.