KEY RESPONSIBILITIES

Overview/Job Summary -

To act as the support function for the Cluster Director of Group Sales and Group Sales Managers.  Effectively communicate with both internal and external guests to ensure enquiries are handled professionally and efficiently. Maintain bookings, collateral, proposals and sales systems that benefit the revenue production and servicing within the group sales segment.    

Essential Duties and Responsibilities - (Key Activities)

·       Respond to leads in Cvent/Salesforce/Delphi in an efficient manner

·       Prepare sales proposals in support of the sales managers

·       Assist in logging activities, contacts, accounts in Delphi

·       Maintain accounting expense systems, purchase orders and invoices for the department

·       Prepare expense reports for sales team

·       Set up, coordinate and lead site inspections for Sales Managers with other departments and clients.

·       Have working knowledge of digital file libraries (assets, photograph, videos) to use as needed

·       Effectively enter, retrieve, reconcile, and verify information and act as system administrator of Salesforce (SFDC)/Delphi

·       Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets

·       Speak with others using clear and professional English language; prepare and review written documents accurately and completely

·       Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees

·       Work with Director of Sales, Sales Managers, Events, Finance, other team members to ensure accurate data reporting internally and to the client.

·       Distribute all documents correctly and on a timely basis to the client and necessary internal departments.

·       Ensure that all sales requests, traces, comments and changes are entered in Opera accurately.

·       Prepare all necessary sales reports.

·       Answer all telephone and email inquiries with etiquette, in a pleasant, courteous and professional manner and ensure that all pertinent information is accurately, legibly and quickly communicated to respective Sales Managers.

·       Upkeep an inventory of Sales Collateral (brochures, marketing materials and menus etc.).

·       Assist Sales Managers with daily office duties.

·       Assist Sales Managers with prepping for tradeshows & sales trips, and follow up/reporting thereafter.

·       Generate Month End Reports: (Pace/Production)

·       Manage month end process, including invoicing (Birchstreet) and billing of department expenses

·       Set Up Amenities, Comp Stays, Fams for VIPs

·       Assist with Market Research: (Comp Set, New Hotels or New Businesses, Parking etc.)

·       Internal liaison to key operational departments.

·       External liaison to hotel guests, corporate accounts, meeting planners and all sales clients.

·       Participate in scheduled sales meetings, training and other sales strategy related meetings, as  required

·       All other duties as required

Required Skills -

·       Requires excellent communication skills, both verbal and written in both Spanish and English

·       Knowledge of all departments of the resort and a collaborative disposition to work with all internal stakeholders

·       Ability to communicate customer needs and resolve complaints independently

·       Must possess computer skills, including, but not limited to, accounting programs, Microsoft Word, Excel, Opera, and Salesforce

·       Math skills, as well as budgetary analysis capabilities required

General Skills -

·       Perform job functions with attention to detail, speed and accuracy

·       Prioritize, organize and follow-up on all actions

·       Follow directions thoroughly

·       Understand guest service needs

·       Work cohesively with co-workers as part of a team

·       Maintain confidentiality of guest and client information and pertinent hotel data

Language -

·       Required to speak, read, and write English and Spanish proficiently and professionally

Physical Requirements -

·       Must be able to endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, lift up to 20 pounds, and satisfactorily communicate with guests and co-workers to their understanding

Qualifications -

·       Bachelor’s Degree or an equivalent combination of international degree in Hotel Management or Marketing and progressive work-related experience

Experience -

·       Minimum of 1 year experience in a sales/marketing background – luxury hotel brands  preferred

Document Addendum -

·       Job Descriptions are only valid with this addendum page; signed by authorized Management according to authorized parties below

·       This job description will be reviewed on a regular basis to incorporate any new responsibilities which reflect the business requirements

Since its grand opening in 2008, Rosewood Mayakoba beckons guests in search of the ultimate escape. Inspired by Mayan traditions, this 620-acre resort enclave sits along a mile‐long arc of white Caribbean sand, nestled just north of the picturesque waterfront town of Playa del Carmen. Designed to blend harmony with natural landscapes, Rosewood Mayakoba is an oasis of luxury offering 129 suites with private plunge pools, garden showers, individual docks and the finest modern design and details. For further peace of mind, the resort is built to abide by the highest of eco-standards, offering indulgence with awareness, and has received the Rainforest Alliance Certification. Rosewood Mayakoba takes guests on an exclusive trip of a cultural immersion. From the ruins of Mayan civilization to the lush natural landscape, Riviera Maya is the perfect destination for art lovers and culture buffs. For fashionistas, shopping in Playa del Carmen and Cancun promises a luxurious and fun experience. Scattered along gilded avenues are the authentic markets that showcase an impressive mix of only the best Mexican handicrafts and silverware.