Sales and Catering Svcs Coordinator

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POSITION OBJECTIVE

The Sales & Catering Coordinator is a highly motivated individual who will support the Sales & Catering team by providing administrative support, act as a liaison with both internal and external clients and oversee the day-to-day operational responsibilities within the Sales & Catering department. Work in tandem with Sales & Catering Managers to increase productivity and exceed established revenue goals.

ESSENTIAL JOB FUNCTIONS

• Perform administrative tasks such as generating correspondence, contracts, proposals, and reports. Ensure all proposals, contracts, and client communication have been proofread and free of mistakes before forwarding documents to Sales & Catering Managers for final approval as well as completing RFP responses to clients accurately and in a timely manner.
• Maintain various filing systems, including vendor information, where necessary. Maintain an organized and efficient office space. Ensure all office equipment is operational. Assist in creating a professional, positive, and welcoming office environment.
• Act as a liaison between clients and Sales Managers. Qualify inbound phone calls and direct customers to the appropriate Sales & Catering Manager. Distribute incoming leads within one hour of receipt. Communicate pertinent information in a timely manner - ideally within two hours but definitely by the end of the business day. Communicate as soon as possible any anticipated delays in getting information to either the client or the Sales & Catering Manager.
• Assist with coordination of site visits including updating client agendas, confirming site inspection guestrooms are set up and ready for viewing, coordinate arrival amenities, manage transportation arrangements, making meal reservations, and ensuring welcome information is listed on electronic reader boards.
• Utilize hotel database management system Sales & Catering and SMS to block function space, rooms, and reserve tee times based on contract/client specifications using rates provided by the Sales Managers. Ability to effectively manage existing and create new accounts in hotel database management system. Utilize Outlook to schedule meetings, set up email distribution lists, set up contacts, and help Sales & Catering Managers keep up with scheduled events. Utilize technology to assist Sales & Catering Managers in prospecting and solicitation goals. Includes, but is not limited to, web navigation and research, accessing historical records, navigating the internal p-drive to search for information, knowing how to download multimedia data such as videos.
• Maintain client files and audit each file before closing to ensure that all pertinent documentation is included. Information such as contact information for future solicitation, confirmation that final spending is accounted for, and contracts should be in the file.
• Provide on-site customer and operational support, as necessary
• Order and maintain office supplies
• Detail BEOs and process payment of advance deposits
• Travel to various operating departments within the resort
• Other duties as assigned

EDUCATION/EXPERIENCE

• High school diploma or general education degree (GED) required ; Bachelor's degree preferred . Two years of administrative experience required.

REQUIREMENTS

• Must be able to speak, read, write, and understand the primary language used in the workplace.
• Requires good communication skills, both verbal and written.
• Must possess computer skills, including, but not limited to, accounting programs, Microsoft Office, Excel, and the hotel database management system.
• Excellent interpersonal and sales-related skills.
• Exceptional organizational and time management skills.
• May be required to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 5 hours per day. Walking and standing are required the rest of the working day. This includes traveling to and from meetings. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 15 lbs. occasionally.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, listening and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, multi-line touch tone phone, FAX machines, photocopiers, and other office equipment as needed.

WORK ENVIRONMENT

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers, and accept constructive criticism from supervisors
• Must be able to change activity frequently and cope with interruptions