Sales and Events Coordinator

Mission of the Role: Responsible for supporting the Sales Team and ensuring that they have the tools, supplies and resources needed.

Qualifications: Requirements are representative of minimum levels of knowledge, skills and /or abilities. To perform this job successfully, the employee will possess the abilities or aptitudes to perform each duty proficiently, with or without reasonable accommodation.

Essential Qualifications:

• Ability to satisfactorily communicate in English (speak, read, write) with guests, co-workers and management to their understanding.
• Ability to perform assigned duties with attention to detail, speed, accuracy, follow-through, courtesy, cooperativeness and work with a minimum of supervision.
• Operational knowledge in Windows environment and Microsoft Office
• High school graduate, some college.
• Previous related experience.
• Punctuality and regular and reliable attendance.
• Interpersonal skills and the ability to work well with co-workers and the public.
• Ability to work to deadlines

Desirable Qualifications:

• One to two years previous hotel sales experience.
• Proficiency in Microsoft Office applications
• College degree.
• Knowledge of travel industry, current market trends and economic factors.
• Basic skill in development and delivery of sales presentations.
• Ability to deal with internal and external customers and staff, collect accurate information and to resolve conflicts.

Essential Job Functions:

• Providing phone coverage for the sales office
• Distributing e-mails, faxes and other communication to appropriate areas
• Creating files and miscellaneous filing of files, papers, checks, electronic communication, etc.
• Creating Sales kits and restocking supply area as appropriate
• Assist front office with distributing guest information or gift bags to guest rooms as needed
• Coordinate any special requests (ie: porterage) for Group needs with all departments
• Controlling office supplies and ordering supplies when necessary
• Communicate with Front office hosts weekly and daily regarding Groups and maintain Weekly Resume and BEO communication board
• Assist Management with any in room amenity assistance
• Creating and distributing department information as appropriate (Banquet Event Orders, Group Resumes, etc.)
• Create and keep up to date yearly local events calendar
• Creating a Monthly Event Sheet and distributing it to all departments
• Take in all lead information and review with Sales team
• Coordinate all wedding block contracts and events on property, from lead intake, proposals, to contracts and execution
• Create and maintain monthly Events and Activities Calendar and coordinate with PHG point of contact for managing information on our web site
• Assist in communicating new packages and marketing directives to the Front Desk hosts
• Coordinate all meeting and social events on property from BEO distribution to on site point of contact
• Assist Front office team with large group check ins
• Processing and distribute mail to all departments
• Various duties and projects as directed by Director of Sales and other hotel management.
• Attend all required team member meetings

Key Relationships:

Internal: Front Office, Sales and Catering, Housekeeping, Restaurant (if applicable), Maintenance, Accounting, General Manager

External: Hotel guests/visitors, main accounts, competitive hotels

Essential Physical Abilities:

• Able to remain in a stationary position to 90% of the time working on a computer.
• Able to operate a computer, printer, and other office machinery.
• Able to clearly communicate by telephone.
• Able to endure repetitive motions for extended periods of time.