Sales and Event Coordinator

About the role

We are in search of a full-time Sales & Events Coordinator. In addition to providing administrative support to the Sales Manager and the General Manager, the Sales & Events Coordinator will act as a liaison between the customer and the hotel by directing each department within the hotel as to their specific role in the on-site event. The ideal candidate is a high energy individual with a friendly demeanor, a self-starter with the ability to learn new computer programs, can multitask and complete projects in a timely manner. This person should demonstrate exceptional customer service and problem-solving skills; must be a highly motivated individual who is eager and ready to accept additional responsibilities when needed.

Responsibilities

• Strives to consistently ensure a high level of customer service throughout the pre-event, event and post event phases of hotel events; handles events of all levels of complexity.
• Ensures that regular, ongoing communication is happening in all areas of event operations (e.g., BEO meetings, pre-event briefings, staff meetings, front desk, housekeeping, food and beverage team, culinary team).
• Continually communicates a clear and consistent message regarding departmental goals to produce desired results.
• Manages and executes the terms of the contract for the group/ program as outlined by the Sales Manager and per hotel standards.
• Has a natural ability to be creative when executing the client’s vision while maximizing revenue.
• Maintains a high level of service by continually providing accurate and timely information and feedback to all supporting departments.
• Ensures timely completion of Group Resumes and BEO's, providing to each department for all arriving groups and/or events.
• Builds and maintains all Group Blocks and Posting Masters in PMS.
• Finalizes and balances groups and events for payment processing.
• Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
• Coordinates site visit preparation with Sales Manager.
• Generates group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Follows consistent sales office procedures by updating sales database; record account activity, call reports, traces, and history.
• Manages social media outlets.
• Assists with coordination of in-house customer visits.
• Assists Executive Office with the preparation of correspondence and reports.
• Maintains, edits, and publishes sales materials, and meeting minutes.
• Coordinates office supplies and procedures.
• Provides outstanding friendly, professional information and assistance to clients and guests.
• Answers telephone promptly in a pleasing manner and accurately logs information of direct inquiries and inputs information in sales operating system.
• Checks voicemails, e-mails and faxes and follow up accordingly.
• Compose and type correspondence as needed.

Knowledge, Skills And Abilities

• Previous hotel experience is preferred.
• Ability to communicate effectively, both orally and in writing.
• Skills in organizing and coordinating work, ability to work without direct supervision.
• Ability to understand and follow specific instructions and procedures.
• Ability to perform simple accounting procedures.
• Ability to maintain confidentiality of records and information.
• Skill in the use of operating copiers, printers and scanners.
• Must be detailed oriented and able to prioritize work.
• Must be customer service oriented and have excellent hospitality skills.
• Must be able to manage multiple tasks calmly and efficiently.
• Strong communication skills, both written and verbal.
• Strong attention to details, possess organizational skills and multi-tasking capabilities.
• Strong phone presence and solid customer service skills.

Minimum Qualifications, Education And Experience

• High school diploma or GED.
• Minimum two to three years executive office experience preferred.
• Proficient with Microsoft Office including Word and Excel and the ability to learn new programs quickly.
• Experience with Adobe Acrobat Writer.
• Must be a good listener, effective communicator and detail oriented.
• Individual will be expected to meet deadlines, work with little supervision and be flexible to handle interruptions.
• Must have strong, positive guest and employee relation skills.
• Ability to work in a fast paced business and handle deadlines.
• Must be positive, upbeat and have an energetic attitude.
• Must be dependable and have good work ethics.
• Must be a self-starter and have a confident demeanor.
• Must be able to establish professional relationships within the hotel and manage confidential information.
• Prior work experience in the hotel industry and/or banquets is a plus.

Benefits