Part-Time Sales Coordinator @Posadas USA, Inc.

Part-Time Sales Coordinator, Leisure Sales (USA & Canada)

General Job Description: The Part-Time Sales Coordinator provides essential support to the VP of Leisure Sales, focusing on maintaining and reconciling departmental marketing and promotional programs. This role requires advanced Excel skills, strong organizational abilities, and effective communication with customers and executives. The position is part-time, requiring in-office attendance three days per week, and does not include full-time employee benefits.
Primary Duties and Responsibilities:
1. Financial Management:
- Compile and code costs and invoices for related programs.
- Prepare supporting materials for submission to the VP for approvals and processing by the AP team.
2. Program Auditing:
- Audit internal and external programs to ensure alignment with budgets and plans.
- Confirm the correct utilization of funding by hotels and accounts.
3. Performance Reporting:
- Review monthly revenue performance reports.
- Calculate percentage-based performance programs.
- Provide forecasting as needed and advise applicable departments.
4. Administrative Duties:
- Perform general office tasks, including answering phones, faxing, copying, and filing.
- Conduct research, prepare correspondence and spreadsheets, attend meetings and events, and perform other assigned duties.
5. Interdepartmental Coordination:
- Interface with internal departments to facilitate the implementation, audits, and updates of contracted programs.
- Ensure compliance with company procedures and deadlines.
6. Customer Support:
- Assist with sales and marketing programs and customer service issues.
- Manage billing procedures and ensure accurate reconciliation.
7. Event Planning:
- Maintain the departmental calendar.
- Assist in organizing sales trips and trade events.
- Arrange gift giveaways, order F&B from caterers, make travel arrangements, and handle related tasks.
8. Communication Management:
- Manage emails and voicemails promptly on behalf of the VP of Leisure Sales and other designated leadership team members.
9. Sales Support:
- Support sales efforts initiated by the Leisure Sales Team.
- Manage internal departmental follow-up items and ensure the execution of established deadlines.
Requirements:
- Organizational Skills: Strong organizational skills and high attention to detail.
- Communication: Solid verbal and written presentation skills; ability to interact with various departments and management levels.
- Technical Proficiency: Proficiency in Microsoft Word and Outlook, with advanced Excel skills. Salesforce experience is preferred.
- Deadline Management: Ability to meet deadlines and follow up on action items in a fast-paced, fluid environment, while maintaining confidentiality.
- Industry Experience: Prior hospitality or travel industry experience is preferred.
- Independence: Ability to work independently without direct supervision, as part of a cohesive team.
- Problem-Solving: Ability to think clearly, remain calm, and courteous in demanding situations, analyze and resolve problems while exercising good judgment.
- Project Management: Ability to manage projects through to completion, prioritize tasks, and manage time and resources effectively.
- Flexibility: Comfortable working in a fast-paced, constantly evolving team environment.
- Language Skills: English / Spanish bilingual preferred.
This part-time role is crucial to the support and success of our Leisure Sales department, ensuring the smooth operation of our initiatives and programs.