Description

Purpose for the Position:

Assist the Sales and Catering Team in achieving established revenue goals and service metrics by performing clerical and administrative duties relating to guest and hotel communications. The coordinator may as well have light selling duties to groups and functions.

Essential Responsibilities:

• Perform general administrative functions including typing, answering telephones, and composing correspondence.
• Maintains Sales files in an organized fashion and as per specified standards.
• Demonstrates awareness of established goals for each department and the role played in Sales process to achieve and/or exceed these goals.
• Answers phones; qualifies incoming inquiry calls and ensures all inquiries are dealt with accurately timely and in a professional manner.
• Collaborates and assist managers of the department by preparing accurate, creative customer correspondence and contracts
• Types sales contracts BEO’s correspondence reports forms directs mail pieces etc. as needed by sales team.
• Maintains lead log and lead statistics to be used for strategic outbound sales.
• Maintains Sales system (i.e. Delphi SalesPro etc.) docs and ensures consistent accurate and working properly.
• Maintains timely and effective paper flow and communication within department and to other departments.
• Maintains flow of sales contracts through proper distribution to client team and to appropriate dept. head.
• Quotes prices for meeting inquiries and works with respective Sales leadership at the property (i.e. DOS Catering Manager) to handle small groups of less than 10 rooms and small meetings of less than 10 people.
• Works with Sales leadership to detail upcoming functions as needed obtain guarantees confirm arrangements etc.
• Distributes BEO’s Changes Rooming Lists Signed Contracts Revisions etc. to appropriate departments as it relates to meeting and groups.
• Assists guests and clients with small changes requests etc. and completes needed paperwork for Manager.
• Conducts site inspections for the department as needed
• Enters group pickup in sales pro daily and enters preferred production in sales pro monthly.
• Maintains constant paper flow of thank you letters for groups/functions and distributes accordingly to departments and maintain in files.
• Monitors/Orders office supplies and sales collateral to ensure we are properly stocked at all times with full packets collateral supplies and promotional items.
• Calls clients for guarantee numbers for functions 72 hours prior creates/closes house accounts and complete AV order.
• Organizes in house deliveries amenities welcome letters transportation schedules etc. as needed.
• Maintains liaison with other hotel-level departments to facilitate services agreed upon by the catering office and prospective clients.
• Develops and maintains files to include chronological account files as directed, preparation of scheduled bookings, dissemination of event information to all appropriate departments, and record event information for catering system control purposes.
• Performs & assist with clerical work of the department, including customer correspondence, function sheets, event schedules, reports, and special projects.
• Interface daily with kitchen and banquet departments regarding specific client needs.
• May be involved in solicitation efforts, sales blitzes, site tours
• Monitor all office supplies, equipment, etc. used by department and be responsible for placing orders, arranging repair, etc.
• Supports and adheres to the core values, the mission statement, service fundamentals, and guest service philosophy as defined by the company.
• All other duties as assigned by a manager
  
  

Skills and Abilities:

• Ability to operate under pressure in a fast-paced environment, able to deliver effective results, meet tight deadlines and targets
• Frequently change from one activity to another and multi-task through strong organizational skills
• Speak and write clearly and convincingly and have excellent telephone skills
• Approaches all encounters with guests and Associates in an attentive friendly courteous and service-oriented manner
• Must be able to convey information and ideas clearly
• Must be able to evaluate and select among alternative courses of action quickly and accurately
  
  

Physical Demands: Light work. Exerting up to 20 pounds of force occasionally. Must be able to lift and carry general office supplies and equipment. This work requires the ability to sit for long periods of time, move around the hotels to give site tours.

Requirements

• Associate degree preferred, or an equivalent level of education and experience.
• Demonstrate excellent oral, written communication skills
• Previous experience in an administrative role is preferred
• Previous experience working at a hotel is preferred
• Ability to work flexible schedule to include weekends and holidays
• Proficiency in computer software