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Marketing Information Coordinator
Benchmark
Roanoke, WV, United States
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Benchmark’s company culture is central to our management philosophy. The company’s stated purpose is “to provide an entrepreneurial environment where determined people dare to create, share, and build futures.
To be the “benchmark” by which all others are judged takes passion, courage, and dedication. We invite you to explore our extraordinary offering of unique opportunities, all with a common goal of providing an unforgettable journey.
Job Description Summary:
We are looking for a highly motivated Marketing Information Coordinator responsible for managing and maintaining the property database system, executing and coordinating all data and reports, training new users on Benchmark standards, and serving as the communication link between sales, catering and conference planning system users, management and technology specialists.
If making meaningful connections, figuring out what it takes and stepping it up to win the day is what you do, and you love it, we want you! This is a tremendous opportunity for a driven person to grow and learn at a world-class property.
Job Description:
The AAA Four Diamond Stonewall Resort is a spectacular lakeside retreat in Roanoke, surrounded on every side by West Virginia’s rolling countryside, the Arnold Palmer designed golf course or the peaceful waters of Stonewall Jackson Lake. Stonewall’s guests lounge on the lakeside patio, explore miles of West Virginia hiking trails, play a thrilling round of golf – or two. Whether they are here for a conference, romantic getaway, family vacation, or for the most important day of their life, stays at Stonewall Resort offer endless possibilities for fun and relaxation amidst nature’s grandeur. We are also a dog friendly resort!
ESSENTIAL FUNCTIONS:
SALES & MARKETING REPORTING , Delphi DATABASE MANAGEMENT and
DATA COORDINATION
• Manages the database on an ongoing basis to meet the business requirements of the property, the ability to reflect and track unique property characteristics, and to support company-wide database standards, working directly with the Director of Sales & Marketing and the Sales and Marketing Team.
• Monitors and audits booking entry performed by sales, catering and conference planning staff to ensure quality and accuracy; generates and monitors daily booking transaction reports to keep abreast of group business on the books.
• Ensures accurate updating of group room pickups and transient reservations, if any, into the database; monitors transient allocations established in the marketing plan and budget.
• Executes Benchmark established procedures for tracking and monitoring tentative business and reporting lost, cancelled and turndown business.
• Works closely with Benchmark’s Database Manager to monitor and audit the database of accounts, contacts, profiles, leads and activities to ensure that users adhere to minimum database standards.
• Works with Benchmark’s Database Manager to monitor and manage property’s data quality by running regular queries, as well as queries for market research and direct mailings as directed by Director of Sales and Marketing
• Works closely with database users and Benchmark’s Manager, Marketing Enterprise Services and Database Manager to promote and maintain database quality in all areas of the system, to ensure consistent use and consistent reporting. Maintains access levels for all New and Retired system users. Assists users property wide for all trouble shooting log-in and access level questions.
• Distribution of inbound group electronic leads from meeting broker and assigns to the appropriate sales manager. Daily filtering from various lead channels. Catering lead assistance with inbound lead filtering, calls and messages for wedding/social leads.
• Maintains and updates plan values in Delphi MPE, to include: Transient Protect, Group Room Budget (Rooms and Rates), and Minimum Acceptable Rate (MAR) and Sales Goals by Sales Manager.
• Maintains quarterly updates and data entry into the Benchmark Sales Incentive Plan.
• Coordinates the application of Word merge forms and provides support to sales, catering and conference planning administrative staff to ensure efficient utilization of merge documents.
• Participates in Benchmark’s Marketing Information Coordinators Forum, promoting ongoing communication among the group and sharing skills, ideas and solutions company-wide.
• Works closely with Benchmark’s Manager, Marketing Enterprise Services or Database Manager as needed to implement special company-wide projects and procedures.
• Fosters ongoing communication and good relationships with key vendor technicians and in-house and home office IT staff to ensure the most efficient and effective database support.
• Monitor and update Resort website inquiries and content as needed. (frequently)
• Monitor social media sites providing responses, updates and content as needed. (frequently)
• Manage and maintain client email database and work closely with key vendor technicians in this regard. (frequently)
• Provide Administrative Support to Sales Team as needed. (occasionally)
• Other responsibilities as directed by the Director of Sales & Marketing.
Assistant to Director of Sales and Marketing
• VIP Reservation Coordination (amenities, special arrangements)
• Expense Report preparation
• Sales and customer meeting coordination
• Meeting note taking and preparation of documents to be shared
• Assist Director of Sales and Marketing in organizing, preparing and formatting Annual Sales and Marketing Plan
• Creation of reports (excel, word, power point) and documents as needed
• Quarterly Incentive Calculation (Group Sales, Catering Sales and Leisure Sales) with the system
• Assist Director of Sales and Marketing in organizing Sales and Marketing Team Meetings and Team Building Outings (including activity and meal reservations)
QUALIFICATIONS: EDUCATION, KNOWLEDGE, TRAINING AND WORK EXPERIENCE
• College degree preferred - High school diploma required.
• Knowledge of a hotel structure and how all departments interact.
• A good understanding of Sales and Conference Planning procedures.
• Expert knowledge of Delphi Enterprise 9.4, Market Vision and Crystal Report Writer version 8.5.
• Skilled at working with Microsoft Excel, Microsoft Word, Microsoft PowerPoint, Microsoft Outlook.
• Must be able to analyze data and communicate effectively with peers and superiors in a positive manner.
• Ability to listen, speak and write English to ascertain and respond to vendors needs.