Sales Coordinator

Property:  HOTEL IRVINE (1100)

Irvine, CA, 92614

Division:  Hotel Irvine (HI)
Req ID:  32368

Position Summary:

Assist and report directly to the Director of Transient Sales in the administrative functions.

Job Duties:
  • Assist Sales Manager/Director on day to day responsibilities.
  • Assist clients in the absence of a Sales Manager/Director.
  • Be back up when Sales Manager is traveling or out of office (checking Sales Manager/Director email and answer phone) and handle client needs.
  • Assist Sales Manager/Director booking rooms and handle VIP upgrades and detail client’s preferences in Opera. Prepare VIP list and present during morning stand up meetings.
  • Setup Amenities for clients and create custom note card if not written by Sales Manager/Director.
  • Create contracts, send and track return annually with assistance of Sales Manager /Director for new and existing clients.
  • Once contract is returned, set up rate loading form for the Manager/Director of Revenue. After receiving confirmation and booking link is created, send booking link flyer inquiry to the director of marketing if requested by client. Test booking link and communicate to client and file contract and back up in share file.
  • Organize Business Travel accounts list, keep it updated and accurate and ensure distribution to Reservations, Front Office Team and Sales & Catering Team.
  • Month-end execute accrual report for Director of Finance commission to be paid after month end.
  • Help prepare Sales Manager/Director for site inspections (Announcements /Gift/Restaurant reservations).
  • Preparation of reports and sales correspondence as required by Sales manager/Director.
  • Assist Sales Manager / Director as requested with special projects, Blitz, sales trip materials & shipping, ordering of items needed for BT sales activities.
  • Attend daily stand up meeting.
  • Participate in scheduled meetings as requested.
Minimum Qualifications / Other Expectations:
  • Excellent reading, writing and oral proficiency in the English language.
  • Must be able to type a minimum of 40 WPM.
  • Previous administrative, hotel and/or related experience required.
  • Prior word processing software experience required.

About Us:
Hotel Irvine (a part of Irvine Company’s Coastal Collection) is an independent lifestyle hotel that’s redefining where business stays.

A breath of fresh air in an otherwise mundane sea of ordinary, Hotel Irvine offers a sleek, vibrant, look delivering a contemporary hospitality experience that provides guests with personalized service, pops of bright color and energy bursting from every space.

Our employee community is comprised of hard-working, dedicated hospitality professionals who deliver genuine, personalized service that stays with guests long after they’ve left. It’s an environment populated with talented, passionate and experienced people, a collaborative spirit and abundant opportunities.

Apply today to join our employee community, and learn more about Irvine Company, our legacy and our guiding principles.

Irvine Company is committed to providing equal opportunity in all of our employment practices, including selection, hiring, promotion, transfer, compensation, termination, and training, without regard to race, religion, color, sex, sexual orientation, gender, gender identity, national origin, ancestry, citizenship status, marital status, pregnancy, age, medical condition, genetic information, military and veteran status, disability, or any other basis protected by federal, state, and local law. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Sales