Job Description

JOB DESCRIPTION/FUNCTIONS

SALES & EVENTS COORDINATOR

REPORTS TO: Director of Sales/General Manager
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BASIC PURPOSE: The Sales & Events Coordinator will be an efficient back-up to the property Director of Sales, assisting with all sales functions as directed by the GM/DOS

FUNCTIONS/RESPONSIBILITIES:

DAILY TASKS MAY INCLUDE:

Respond to incoming calls to sales office and manage accordingly (avoid voice mail if possible)
Manage / make reservations for corporate negotiated clients as needed
Participate in daily stand-up meeting / manager’s meeting
Manage social media and online presence, including Facebook, LinkedIn, The Knot, etc.
Complete reader board signage for in-house meetings or groups
Ensure meeting rooms are set properly and work with Director of Operations on event operations and execution
Complete BEOs and diagrams for upcoming groups and events and ensure client signature before distribution
-Complete and circulate Group Resumes for groups arriving in next 10 days
Conduct pre- and post-conference meetings with clients as needed
Visit in-house clients to greet and ensure all needs are met or exceeded
Enter definite group blocks into hotel systems and follow up with client with group booking information

(booking links, group codes, etc) as needed

Create file folders for all new definite contracts in Sales department, and file past groups upon completion
Complete follow up calls on definite upcoming groups (for rooming lists, cut-off dates, etc.)
Enter rooming lists and make group reservations
Verify billing, posting of meeting revenues, & collect payment from in-house groups
Conduct site tours for potential guests as well as walk-ins
Attend networking events and complete other tasks as needed to market hotel in community
Conduct business development projects for select accounts or markets as assigned
Assist in the preparation of the marketing plan as required.
Complete proposals, tentative & definite contracts within 24 hours of contact with the client
Complete research and contact potential groups (including past groups) and transient business
Other duties as assigned by Director of Sales

WEEKLY DUTIES MAY INCLUDE

Send out property critiques to recently departed groups to solicit feedback & rebook
Complete VIP gift baskets and welcome gifts as needed
Complete and E-Mail Weekly Sales Summary as needed/directed
Conducting weekly meetings with Director of Operations and/or front desk manager(s) to review groups arriving in next 10 day period
Participate in all regular and operational meetings as required

MONTHLY DUTIES MAY INCLUDE

Review end of month LNR & Group tracking reports as needed with DOS
Update Marketing Plan with Previous Month’s final Pace and SOB Reports.
Begin completing Quarterly Sales Strategies.

When asked, must be willing to assist in other departments as the needs of the property arise, and as requested by a supervisor

KNOWLEDGE AND SKILLS:

Education: College degree preferred

Qualifications:

Experience in hospitality and/or events preferred, but not required
Excellent written and verbal communication skills
Appropriate, professional experience and presentation
Computer skills required, including understanding and knowledge of Microsoft Office
Ability to work well under pressure and multi-task

ENVIRONMENT:
Physical Job Requirements

Lifting/Pushing/Pulling/Carrying:
Position does not require a great deal of lifting/pushing/pulling or carrying, aside from the normal functions required in an office setting

Bending/Kneeling:
Functions of this job includes a minimal amount of bending, stooping and kneeling during the course of a shift.

Mobility:
Total mobility is required, with outside sales visits, property tours and competitive set driving occurring at the direction of the GM/DOS

Standing/Walking:
Position may include a normal amount of standing and walking during the course of a shift

Climbing Stairs:
May require climbing of moderate amount of stairs

Hearing/Vision/Speech:

One-on-one communication with guests, supervisors, and coworkers is critical
Must be able to receive, understand and give directions within the Sales Department
Must be able to clearly communicate property, company and contract information to clients
Must have exceptional written and verbal skills, as well as ability to compose professional and articulate emails and written communication
Must be able to understand, compile and submit reports in an efficient manner

Protective Clothing: No protective clothing typically needed in the performance of tasks required of this position

No. of employees supervised: None

Travel required: Some local travel may be required as directed by the DOS

Hours Required: