Sales and Catering Coordinator

JOB OVERVIEW

Performs general clerical and administrative duties to fulfill the needs of the Sales& Catering Department.

DUTIES AND RESPONSIBILITIES

• Handle all administrative functions of the Hotel sales and catering office. (i.e. contract preparation, filing, faxing, answering phone calls and inquiries, organizing incoming and outgoing mail, complete departmental monthly reports V.I.P. form preparation, showroom co-ordination, distribution of agreements, manage office supplies, introduction and regret letter preparation, etc.)

• Respond to client calls and special requests and obtain final details, dates, times, and hotel room and meeting room requirements. Regularly follow-up with clients and maintain accurate and updated information.
• Resolve requests and/or complaints to the satisfaction of the guest; inform supervisor of major problems, complaints, disturbances or dissatisfied clients. Investigate and respond to crew issues daily
• Key Delphi operator-assist with reporting, updates merge agreements in Delphi, entering turned down business into Delphi
• Prepare site - information sheet for NETMA, show rooms, signs

• Prepare sales kits and maintain collateral supplies
• Promote teamwork and quality service through daily communication and coordination with other departments. Coordinate details with other departments such as VIP amenities, special requests, or other service needs or special handling.

• Handle walk-in inquiries; Direct sales inquiries to the appropriate sales manager
• Maintain and co-ordinate sales programs and procedures (i.e. create flyers/fact sheets, company of the month, Wholesale stopover, sports, tour, creative packages, Cookie grams, creative sites, sales kits, creative closet and outside catering)
• Co-ordinate travels reservations and expense reports for the sales managers
• Create and distribute Sales and Catering duty calendar on a monthly basis
• Identify and qualify prospective business from both existing and potential client base for the sales manager to close
• Catering Department daily and weekly reports and distribution. Filing, Internal meetings and other supportive duties.

• Assist Sales managers in organizing FAM’s and client events. May coordinate outside vendor service’s needs (floral displays, audio/visual, etc.) where appropriate. Regularly follow-up to ensure set-up requirements meet client needs.
• Perform other duties as assigned (guest room tours, property tours, special guest requests, maintaining calendars, etc.)

QUALIFICATIONS AND REQUIREMENTS

High School diploma or equivalent plus 1-year experience in a sales office or related field. Some College preferred. Must speak fluent English.

• Strong oral and written communication skills
• Friendly and hospitality focused
• Attention to detail
• Planning and organizational abilities
• Computer Skills
• Ability to work under pressure in a fast paced, stressful environment

This job requires ability to perform the following:

• Frequently standing up and moving about the facility
• Type at least 50 wpm; proficient PC computer skills Carrying or lifting items weighing up to 25 pounds
• Communicating with customers, employees, and third parties
• Use a keyboard to generate correspondence, reports, etc.
• Handling objects, products and computer equipment

Other:

• Communication skills are utilized a significant amount of time when interacting with clients and guests.
• Planning and organizational skills.

• Reading and writing abilities are utilized often.
• Basic math skills are used frequently.
• May be required to work nights, weekends, and/or holidays.