Sales, Marketing and Event Coordinator

About the role

The Sales, Marketing & Events Coordinator will work in a team-oriented environment supporting the sales team with administrative tasks, providing engaging customer service, and receiving and qualifying leads for sales or catering managers. This individual will also support the ongoing efforts to deliver distinctive guest experiences and nurture lasting relationships with customers.

Responsibilities

• Assist in all areas of the sales process: General administrative duties, respond to web leads, answer phone inquiries, create Envision Bookings and insert all communications in the Comments tab, set up Site Visit appointments, create and send Site Visit announcements, set up necessary VIP notes or amenities, draft contracts, follow up with client questions or deadline reminders as needed, process countersigned contracts, create files, create and process contract addendums as necessary, assist in all areas of the planning process: assist in planning/detailing tastings, amenities, lodging stays; create and announce preplanning/tasting announcement, create diagrams as needed in Social Tables, introduce client to AV as necessary; introduce vendors to AV as necessary (musicians, DJ), communicate with vendors on setup, access to event space, teardown, Resort policies and expectations, input important communications and notes in the Envision, create DDR’s communicate to internal departments, send calendar invites to appropriate departments as needed, guide Cake Design and get approval by Pastry Chef; give Pastry Chef picture to reference for actual wedding date and what cake stand to use, create vouchers, or signs as needed, Amenities and VIP reservations are noted and planned for; amenity cards are printed and signed, Assist with finalized guest count; building final estimate and balance due; finalize TBD points; update EO and include in change log as necessary; get EOs signed
• Amenities and VIP reservations are noted and planned for; amenity cards are printed and signed
• Aid in the planning and execution of events: Assist in planning/detailing tastings, amenities, lodging stays; create and announce preplanning/tasting announcement, create diagrams as needed in Social Tables, introduce client to AV as necessary; introduce vendors to AV as necessary (musicians, DJ), communicate with vendors on setup, access to event space, teardown, Resort policies and expectations, input important communications and notes in the Envision, create DDR’s communicate to internal departments, send calendar invites to appropriate departments as needed, guide Cake Design and get approval by Pastry Chef; give Pastry Chef picture to reference for actual wedding date and what cake stand to use, create vouchers, or signs as needed, Assist with finalized guest count; building final estimate and balance due; finalize TBD points; update EO and include in change log as necessary; get EOs signed

Qualifications

• Preferred hospitality and/or administrative experience
• Proficient in word, excel, computer knowledge
• Professional phone etiquette
• Excellent communication skills both written and verbal

Physical Requirements and Working Conditions

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to walk, talk, see, and hear.
• Must be capable of sitting 90% or more of a normal 8 hour work shift.
• Must be capable of carrying, lifting, pushing or pulling up to 20lbs.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perceptions and the ability to adjust focus.
• Must be capable of answering phones and using a computer.
• While performing the duties of this job, the employee will be exposed to indoor working environment.
• The noise level in the work environment is low.

Benefits

• Discounted Palisades Tahoe Ski Pass
• Food & beverage, retail, and spa discounts
• Free rentals on ski gear, ice skates, Nordic skiing, and golf course access
• Discounted rooms at Hyatt and CoralTree Properties
• An employee assistance program
• Paid sick time
• Participation in a 401(k) plan with a company match