Sales & Event Coordinator

Job Description

TITLE: SALES & EVENT COORDINATOR

Organizational Structure:

DEPARTMENT: Sales & Catering

STATUS: Full-time/Non-Exempt

REPORTS TO: General Manager/Director of Sales

SUBORDINATES: N/A

Job Summary:

The Sales & Event Coordinator is responsible for the planning, managing, coordinating and execution of group events as assigned. Additionally, monitoring all contractual agreements pertaining to guest rooms blocks, meeting space, food & beverage and special concessions.

Essential Job Functions:

· Finalize food, beverage and meeting room set-up requirements after group is turned over or during the negotiating process as needed

· Proactively upgrade and upsell menus to achieve highest possible profit

· Become an extension of the client by disseminating all group requirements to the respective departments in the hotel

· Ensure the timely distribution of all communication to the appropriate departments and be the on-site contact for the client during their events

· Produce communication documents of all group assignments, activities, expectations and maintain detailed files, records and trace systems

· Verify all space requirements and meeting room set-ups with client and ensure that event space needed is properly maintained and in good condition

· Ensure all payments, master folios and advance deposits are received as agreed to as outlined on the contract and submitted to the Accounting Department for processing in a timely manner

· Ensure all special arrangements, food and beverage needs and requests are set and that all event agreements are signed by authorized representatives

· Finalize Banquet Event Orders in a timely manner

· Oversee contracted group blocks to include cut-off, attrition, and distribution of rooming lists

· Plan and conduct pre and post convention meetings with clients and respective departments

· Assist in arranging any off premise/outside activities, event and transportation for the client when needed

· Attends all training/meetings as required by management

· Performs other duties as requested by management

TOP Requirements:

§ Lead by example: Team Up, Own It and Passionately Serve!

§ Create and foster a TOP Culture within your department.

§ Give Shout Outs to your Team Members that Team Up, Own It or Passionately Serve.

§ Teach, mentor, and direct your team to exemplify the TOP Culture.

§ Recruit and hire team members who embody our TOP Culture.

§ Assure that you develop your team by sending them to TOP training.

§ Prepare your associates to take on more responsibility and recommend TOP associates for promotion.

§ Demonstrate self-confidence, energy and enthusiasm at all time

§ Being comfortable with the high level of visibility and the TOP leadership role within the company.

Qualification Summary:

Education & Experience:

· High school diploma or GED certification required.

· Bachelor’s Degree and/or extensive experience in a hotel or related field required.

· 1-2 years of hotel and sales experience preferred.

· Previous Hilton and/or Marriott experience preferred

· Strong financial knowledge required.

· Valid driver’s license from the appropriate state.

· Driving record approved by insurance carrier guidelines.

· Must be able to work with and understand financial information and data, and possess basic mathematical skills

· Reading, Writing, Basic Math

· Computer skills

· Brand systems

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee will be required to:

§ Long and varied hours standing are often required (8+ hours).

§ Ability to use hands to fingers, handle, feel, talk and hear

§ Bending, reaching, stooping or crouching on occasion

§ Light work – Exerting up to 25 pounds of force occasionally and/or up to 10 pounds of force frequently to lift, carry, push, pull or otherwise move objects.

§ Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to focus.

§ Ability to see, hear, speak, read, write and understand English.

Mental Requirements:

· Must be able to convey information and ideas clearly, both oral and written in English.

· Must be able to evaluate and select among alternative courses of action quickly and accurately

· Must be able to work well in stressful, high-pressure situations including the ability to handle guest complaints and disputes while resolving them even if the situation did not begin with them.

· Must maintain composure and objectivity under pressure. Must be respectful and maintain a calm demeanor.

· Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems.

· Must have the ability to assimilate complex information, data, etc. from various sources and consider, adjust or modify to meet the constraints of the particular need.

· Must be effective at listening to, understanding and clarifying concerns and issues raised by team members and guests.

· Must be able to work with and understand financial information and data, and basic arithmetic function.

· Must be able to work with a myriad of personalities and levels within the hotel and outside sources

· Must be able to negotiate with clients while understanding the budgeted goals of the hotel(s) that need to be attained

This job description is a general representation of the duties and responsibilities commonly found for this type of position.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Events management: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Work Location: In person

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