SALES & CATERING COORDINATOR
REPORTS TO: Director of Sales and Marketing
DEPARTMENT: Sales and Marketing
POSITION SUMMARY: Sales and Catering Coordinator fully supports the Sales and Marketing team by performing tasks that include but are not limited to servicing all groups and catering programs for the hotel, administrative tasks, customer service, and receiving, qualifying and handing over sales leads to the respective Accounts Manager, Catering Team and Sales and Marketing Director. The Sales and Catering Coordinator assists the sales team in booking meetings only events, managing accounts, conducting site inspections, soliciting and generating new and repeat business. The Sales and Catering Coordinator works with the Operations team to ensure a high level of outstanding guest service and financial profitability.
RESPONSIBILITIES (include but are not limited to):
- Service all groups and meetings for the hotel, which includes becoming the main contact for a client once the group is turned definite and booking meeting rooms only events.
- Works with the restaurant team in coordinating all groups and meetings events for the hotel.
- Create and distribute group resumes and BEQs; schedule and lead resume and BEQ meetings to review groups and catering events details with the Operations and restaurant team.
- Responsible for obtaining rooming lists and event details for BEO creation, assisting with VIP’s and assisting the group before arrival, while the group is at the hotel and assisting with any billing questions upon departure.
- Handle sales leads send proposals to the appropriate person on the sales team.
- Responsible for responding to and booking all meeting rooms only functions.
- Perform rate loading for assigned clients and support sales managers with rate loading for their areas of responsibility.
- Fully understand the hotel amenities, packages and promotions.
- Take ownership of administrative duties, including, but not limited to ordering supplies, giveaways, processing expense reports, assist sales managers with organizing sales collaterals for business trips/tradeshows, managing follow up communication with guests & customers, and organizing messenger services.
- Prepare site inspections, reserve guest rooms, schedule client entertainment/meals, monitor and order VIP gifts and amenities.
- Produce accurate and timely reports and presentations that meet the needs of the Sales and Marketing Director and senior management to include the reporting of appointments, calls made, business leads and weekly reports
- Support the Sales team in maintaining existing client relationships, as well as acquiring and growing new relationships.
- Support the Sales Managers and Director of Sales and Marketing in achieving the hotel’s revenue goals.
- Assess the market potential and develop new business opportunities and leads while at the same time increasing revenues from existing guests.
- Perform other duties as assigned.
QUALIFICATIONS (to do this kind of work, you must possess/be able to):
- High School Diploma required; College degree preferred.
- Minimum 1 year of Sales department experience in a hotel REQUIRED.
- 2 years of previous sales experience within the hospitality industry required.
- Must be legally authorized to work in the United States.
- Bilingual English/Spanish preferred.
- Proven accuracy and attention to detail.
- Ability to work independently and as part of a team.
- Ability to read and interpret business records and statistical reports.
- Must be able demonstrate proven sales and customer service skills.
- Proficient computer skills including typing, using MS Office products and using Opera.
- Ability to communicate and negotiate effectively with internal/external customers both in written and verbal format.
- Deal with the general public, customers, associates, and government officials with tact and courtesy. Ability to maintain professional and positive demeanor.
- Must be flexible to work mornings, evenings, weekends, and/or holidays if necessary.
MINIMUM REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE: Prior experience required. High School Diploma or equivalent required.
LANGUAGE SKILLS: Ability to read, write, and verbally communicate effectively and professionally with other business departments, guests, and vendors. Ability to diplomatically deal with difficult situations and people, while exhibiting a consistent level of professionalism.
MATH and LOGICAL SKILLS: Requires mathematical development sufficient to be able to: Deal with system of real numbers; algebraic solution of equations and probability and statistical inference. Apply fractions, percentages, ratio and proportion. Ability to determine time, place and sequence of operations or action to be taken on the basis of analysis of data; executing determination and/or reporting on events.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly be required to stand, walk, and talk or hear. The employee frequently is required to use hands to finger, handle, or feel objects, or telephone. The employee is required to use body members, hand tools, and/or special devices to work, move, or carry objects or materials. The employee must regularly lift and/or move up to 10-25 pounds and frequently lift and/or move up to 25 pounds. Requires walking, standing and/or sitting; and to a significant degree, reaching, handling, feeling, talking, hearing, seeing.
(Please note: management reserves the right to change, modify, and/or alter any of the duties listed above to meet business demands.)
