Catering Sales Coordinator

Job Description Summary

The Sales Coordinator (SC) executes the sales strategy of the hotel, as defined by the Director of Sales, to ensure that occupancy, average daily rate, extended stay and market share goals are achieved. This includes assisting with client requests in a timely manner and efficiently handling all inquiries in absence of the Director of Sales. The SC will be required to perform general administrative duties, but not limited to, contracts, meeting room logistics, group rooming lists, and compiling/updating reports as needed. The SC will also handle Social, Military, Education, Religious and Fraternity (SMERF) group blocks and meetings as guided by the Director of Sales.

Job Description

Job Description

The Sales & Catering Coordinator is an administrative position working for the Sales & Catering / Convention Services Department, whose focus is to support the Sales & Catering Managers in their efforts to provide quality service, and additionally to support the effort of the Director of Catering/Convention Services, Director of Sales and Marketing, and other Departmental Managers and Coordinators as needed.

Job Description

Principle duties and responsibilities (Essential Functions) include:

• Key Job Functions
  • Professionally and efficiently handle multiple incoming phone calls and inquiries
  • Prospect and book tour and travel groups, both domestic and international
  • Prioritize numerous projects and tasks daily, e.g. creating welcoming notes and preparing amenities for group VIPs, running cut-off reports twice weekly, uploading group rooming lists, setting up charge routing and adding VIP notes in PMS
  • Input leads into DELPHI and maintain an active trace/follow-up system for all incoming inquiry calls
  • Produce Contracts, Form Letters, Banquet Event Orders, Daily Reports, Group Resumes and Diagrams as merged from DELPHI
  • Generate and distribute complete and correct daily & weekly event schedules and maintain accurate information on reader boards
  • Prepare and stay on top of weekly reports and distribution
  • Build room blocks in Delphi, and manage small group room blocks as needed
  • Conduct site tours on behalf of remote sellers and for walk-in local catering events
  • Create proposals for local catering inquiries and follow up with clients to confirm receipt
  • Create BEOs for small local catering and group events
  • Develop creative attractive menu presentations for potential clients
  • Maintain knowledge of all hotel services and features and hours of operation
  • Organize and maintain filing system of past groups
  • Oversee turnover of definite groups to convention services manager
  • Assist the Director of Sales & Marketing & Director of Catering/Convention Services with correspondence, tasks, and projects as needed
  • Keep Managers informed of client concerns
  • Provide support to service events in conjunction with the Catering Director/CS and Catering Manager, e.g. create buffet labels with dietary considerations
  • Assist the business travel manager with reservations and special billing
  • Arrange orders and invoices for outsourced AV
  • Arrange bus parking for entertainment groups
  • Process deposits for events and group room blocks

• Deliver Passionate & Engaging Service to our Guests
  • You will be passionate and truly engaged in taking care of our guests, recognizing individual guests and anticipating their unique needs in order to exceed their expectations
  • You will consistently deliver our GUEST model:
    • Greet or welcome everyone, warmly with a smile
    • Use eye and ear contact and guest’s name
    • Establish/anticipate needs
    • Solve and own all requests/complaints
    • Thank everyone

• Build solid relationship with your Colleagues
  • Treat colleagues with respect and dignity
  • Treat people with respect; Keep commitments; Inspire the trust of others; Work with integrity and ethically; Uphold organizational values.
• Other duties and responsibilities may be assigned. The employee is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.

Education and/or Experience

Prior experience in an office coordinator/assistant role or hotel experience; college degree a plus.

Physical Demands

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 frequently required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company Paid Life Insurance
• Company Paid Short Term and Long-Term Disability Insurance
• Various Employee Perks and Discounts

Additional Job Information/Anticipated

Pay Range

Benefits

Sonesta recognizes that benefits play a vital role in helping ensure the health and financial security of employees and their families. We offer a variety of benefits to our employees including:

• Medical, Dental and Vision Insurance
• Health Savings Account with Company Match
• 401(k) Retirement Plan with Company Match
• Paid Vacation and Sick Days
• Sonesta Hotel Discounts
• Educational Assistance
• Paid Parental Leave
• Company Paid Life Insurance
• Company Paid Short Term and Long Term Disability Insurance
• Various Employee Perks and Discounts

Upon submitting your application, please ensure you complete a full application in addition to attaching a resume. Incomplete applications received will not be considered.