Position:  Sales Coordinator - Candlewood Suites Indy NW
Location:  8111 Bash Street
Job Id:  1231
# of Openings:  1

Candlewood Suites, Indianapolis NE
Convenience meets comfort, just a short drive from downtown Indianapolis. Situated off I-69 and I-465, the hotel’s Castleton, Indiana, location offers easy access to all the best local business and leisure activities. Home to major organizations such as Ingersoll-Rand, Zurich and IBM, the area attracts many business travelers, who can appreciate the property’s well-equipped suites, which include full kitchens, flexible workspaces, and other amenities like flat-screen TVs and same-day dry cleaning. After a long day at work or play, guests can unwind in the hot tub, work up a sweat in the Fitness Center, or entertain colleagues in a Gazebo Grill—using ingredients from the Candlewood Cupboard convenience store.
Candlewood Suites, Indianapolis NE is currently managed by Arbor Lodging Management.
Job Description for Sales Coordinator
Position Title: Sales Coordinator
Reports To: Director of Sales/Sales Manager
Position Summary:
The Sales Coordinator primary role is to perform general office duties to support Sales & Marketing team e.g. filing, sending emails, typing, faxing, copying, loading special or negotiated rates on to the property management system and Maintaining Customer and company profiles.
Should assist in selling guest rooms, catering services, and banquet facilities as directed by the Director of Sales. Also provide high-level administrative support by conducting research, preparing statistical reports, collecting and processing sensitive data, resolving guest issues and also perform clerical functions.
Sales Coordinator Duties and Responsibilities:
  • Answer and respond to caller inquiries in a pleasant manner.
  • Answer client questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.)
  • Serve as the point of contact for clients and communicate with them by phone and email to respond to questions and requests.
  • Responsible for coordinating internally with the sales & marketing team.
  • Generating reports, preparing proposals, collections details, coordinating with clients & suppliers.
  • Prepare sales-related documents throughout the sales process (e.g., proposals, contracts, banquet event orders).
  • Gather materials and assemble information packages (e.g. brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
  • Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
  • Manage and maintain sales executives and managers schedules, appointments and travel arrangements.
  • Assist the sales team by managing schedules, filing important documents and communicating relevant information.
  • Arrange and coordinate meetings, events and any appointments.
  • Record, transcribe and distribute minutes of meetings.
  • Interaction with clients in regards to leads, hotel needs and client travel.
  • Meets with clients in the absence of the Director of Sales or Sales Managers to effectively and professionally convey details of the sale to the client.
  • Perform hotel site tours with potential clients.
  • Monitor, screen, respond to and distribute incoming communications.
  • Design, upload, extract and maintain customer databases.
  • Create and manage Company and Travel Agent profiles on the property management system.
  • Should know the process of merging profiles.
  • Load and Manage Rate Codes to the Hotel Software, and link the negotiated rates to the correct company profiles.
  • Print Daily Sales reports for each sales manager and submit to Director of Sales.
  • Print Sales manager productivity reports for each sales manager and submit to Director of Sales.
  • File and retrieve documents and reference materials.
  • Conduct research and collect data to prepare reports and documents.
  • Utilizes efficient sales strategy for the maximization of hotel revenue.
  • Coordinates necessary arrangements with vendors relating to sales.
  • Establishes strong relationships with vendors to ensure maximization of hotel revenue.
  • Ensures all documents produced by the Sales Department (i.e. BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
  • Respond to complaints from customers and give after-sales support when requested.
  • Ensure the adequacy of sales-related equipment or material are available at all times.
  • Other duties as assigned by Director or sales or the management.
  • Speak with others using clear and professional language.
  • Prepare and review written documents accurately and completely.
  • Working knowledge of standard office administrative practices and procedures.
  • Excellent customer service skills.
  • Able to effectively communicate in English, in both written and oral forms.
  • Be friendly, customer centric, smile and able to work in a team environment.
  • High School degree or equivalent.
Experience/Skill Set:
  • Two or more years of experience working in a hotel, clerical or sales.
  • Previous experience working in a similar role.
  • Marriott sales background preferred. 
Arbor Lodging develops and manages full-service and limited-service hotels throughout the United States and is devoted to providing its hotel guests with the best possible experience while creating value and superior investment returns through its strategic focus on investing, hands-on approach to management and its principals’ unique combination of skills.  The principles of Arbor Lodging Partners have approximately fifty years of combined experience in owning, developing and operating commercial properties (including retail, multi-family and office, in addition to lodging) throughout the United States. We focus our acquisitions, progress, and culture on the Arbor Lodging Guiding Principles,
  • Do the Right Thing - Operate and act with integrity in all you do even when it is not convenient.
  • Lead with Heart - Be kind, passionate and hospitable.
  • Be Accountable - Take ownership and deliver results.
  • Aim Higher - Go above and beyond to exceed expectations and pursue thoughtful change.
  • Celebrate Differences - Embrace diversity; respect individual opinions and ideas.
Focusing on these principles allows us to maintain a culture that allows growth, development, and progression within the properties.

Arbor Lodging Management provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Arbor Lodging Management complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Arbor Lodging Management expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Arbor Lodging Management's employees to perform their job duties may result in discipline up to and including discharge

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