Sales and Catering Coordinator

SUMMARY:

To support the Sales and Catering Department to ensure all administrative duties are completed accurately and on a timely basis.

RESPONSIBILITIES:

Assists the Sales Department with maintaining group business by the following:

• Build group room blocks in CI/TY and LightSpeed
• Enters group rooming lists.
• Enters individual reservations as needed.
• Ensures billing information on all reservations, groups and Master Accounts is set up correctly.
• Send sales correspondence including rooming lists and Banquet Event Orders to customer as requested.
• Responds to customer requests as directed.
• Utilizes CI/TY correctly to ensure accurate tracking, booking and follow-up on all accounts.
• Maintains Data Quality Index standards in CI/TY .
• Entry of client/account information into CI/TY .
• Creates and distributes proposals, resumes, agreements and Banquet Event Orders as requested.
• Develops catering and banquet sales tools.
• Creates menus as directed by Catering Staff.
• Meets with clients for additional walk-through to finalize event details.
• Assists with all site preparation and support. On-site the day of event coordinating to ensure execution is on schedule, maintaining contact with the client throughout and coordinating with vendors. Must be available to clients for any last-minute needs.
• Liaises with other departments to help ensure V2 Sales clients’ needs are met or exceeded. Actively participates in weekly BEO meetings with Banquet Team. Informs culinary and operating departments of any changes, additions or deletions to assigned groups functions plans.
• Provides event recaps and operation, sales and production suggestions to the VAST management team.
• Discusses the client/group’s plans for future events, encouraging re-booking.
• Performs any other duties set by the Director of Sales & Marketing.
• Provides an exceptional level of service. Represents Hotel Carmichael in a courteous, efficient, and friendly manner in all client and company interactions.
• Works with clients to detail out events.

QUALIFICATIONS, SKILLS AND ABILITIES:

• College diploma, preferably Hospitality program
• A true desire to satisfy the needs of others in a fast-paced environment
• Refined listening, verbal and written communication skills
• Must be proficient in general computer knowledge and MS Office
• Able to take initiative with exceptional energy, flexibility and professionalism
• Extremely detail oriented and organized
• Ability to as build and maintain positive relationships
• Ability to work collaboratively with all individuals on the team
• Must be well-groomed, meet the professional dress code requirements, and be able to interact with associates and guests courteously and efficiently.
• Able to work extended workweeks, including weekends or holidays, to accommodate a client's needs as well as any functions.

EXPERIENCE

• 1-2 years’ experience, preferably at properties of similar size and quality