Are you passionate about creating memorable experiences and delivering exceptional service? At Hilton Garden Inn Dana Point – Doheny Beach, we pride ourselves on our Heartfelt Hospitality, where warmth and care are at the core of everything we do. We are a dedicated team committed to exceeding expectations, embracing our beautiful beachside location, and infusing every moment with joy and flair. If you're ready to be a part of a team that values personalized service, exceptional cleanliness, and a strong connection to our community, we invite you to apply and help us create a beloved destination for all who visit.

JOB DESCRIPTION:

MINIMUM REQUIREMENTS:

• High School Diploma
• 4-year college degree preferred but not required

• Must be able to follow directions
• Ability to write routine reports and correspondence

• Ability to speak effectively before groups of customers or employees of organization

• Ability to calculate figures and amounts such as discounts, interest and commissions

• Ability to apply common sense and understanding to follow instructions furnished in written or oral from

• Ability to deal with problems in sales office, with guests, with other departments, and to offer solutions

• Computer skills are required

• Must be able to multi-task

• Able to manage and organize detailed information

• Highly organized

• Excellent oral and written communication skills

• Excellent organization skills, manages time well, correctly prioritizes and is flexible

• Ability to work well under pressure and meet deadlines

• Strong people skills and possession of a full understanding of professional business ethics, decorum and social skills

• Proficient in use of Outlook, Microsoft Word, Excel, and PowerPoint

• Complete required courses in Hilton University for OnQ, R&I, FastPay and other required courses as assigned. Must pass courses and be proficient

• Detail-oriented

• Ability to master basic selling techniques

JOB DUTIES

• Point of contact for sales office

• Answer phones, complete inquiry forms for incoming calls for business as calls come in and distribute to sales manager for follow up

• Coordinate with Front Office(s) on daily showrooms and communicate the information to all sales and catering managers

• Print and distribute group pick up and group cut off reports on a weekly basis

• Load new groups and build booking links in R&I as directed
• Conduct quarterly audits from Sales Systems and PMS systems as directed
• Manage Business Travel and group reservations and rooming lists as directed
• Pull rooming lists for groups and managers upon request
• Update actuals for food, beverage, rental, group rooms as necessary and prepare banquet checks
• Schedule all in-house events and create BEOs (i.e. Town Hall Meetings, department meetings, etc.)
• Weekly, input meeting planner points for all groups and any project or special corporate travel promotions
• Manage all group commissions which are outstanding at the end of the month
• Manage group commissions/rebates daily in FastPay once approved by Director of Sales
• Run daily reports In-House groups, Arrivals Report, and others as directed
• Management and upkeep of the Master BEO binder
• Run daily event report each afternoon for the following day. Send as PDF to distribution list each afternoon. On Fridays, run report for Saturday, Sunday, and Monday, and follow same procedure
• Personalize gift certificates, keep paper record in a binder and excel spreadsheet of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individuals
• Collect group resumes for each Sales Manager/Director of Sales on Monday each week for arrivals in the next 10 days. Create resume coversheet. Send out each Wednesday in PDF format to Group Resume Distribution list for review at Staff Meeting on Thursday
• Save resume packets electronically and file them in the resume binder
• Fill out amenity forms and amenity cards as directed by Director of Sales and Sales Managers. This includes VIPs, Site Tours, and in-house Groups. Distribute to other departments as necessary
• Send out packages through FedEx for managers and groups in-house
• Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around hotel, table numbers, name tents, buffet cards, etc.
• Create breakfast and drink vouchers for Groups and as directed by Director of Sales for other vouchers
• Coordinate with Director of Sales to order collateral for assembling sales kits, sales promotions, amenity cards, envelopes. Order supplies through Birchstreet and maintain organization of the supply closet
• Assemble sales kits or other hotel material like flyers or signs
• Create file folders for all the contracts in sales/catering department, and file past groups in the locked file cabinet
• Process all checks that are received for deposits
• Attends property specific meetings as requested by the Director of Sales
  Other duties may be assigned.