Sales and Catering Coordinator

Job Summary:

The Sales and Catering Coordinator will provide dual support to the Director of Sales, Catering and Sales Manager, and General Manager.

Responsibilities include the management of day to day work flow and administration, maintaining the quality of the Delphi database, coordinating booking information and reports and providing sales support.

Job type/ Pay:

Full time $16.00 per hour

Responsibilities:

Perform administrative duties as needed for General Manager
Ensure on-going verification and reconciliation of room blocks between Reservations and Sales on a regular basis
Monitor the GRC in Delphi and ensure Tentative and Proposals do not stay on books past due dates
Manage the actual pick up of group room blocks in Delphi – This would also include all adjustments
Create and send letters, proposals, BEO’s, e-mails and contracts to clients as directed by the sales team
Perform all administrative duties as needed for Director of Sales and Catering and Sales Manager
Interact with and assist visitors and clients to the sales office as well as via phone and e-mail
Ordering of office supplies for the sales department
Extremely organized & is able to handle several projects & tasks simultaneously
Assist Director of Sales prepare and distribute daily, weekly, monthly and quarterly sales reports
Ad hoc reports as requested
Track and maintain the inventory of all collateral and marketing pieces. Proactively order replacements as needed
Administrative duties including faxing, scanning, mail contracts, letters, creating and sending letters, proposals, e-mails and contracts to clients as directed by sales manager
Responsible for turn-over process for Sales team once a booking is definite and work with Reservations
Processes all group sales contracts within 24 hours of receiving original, and ensures booking details are thoroughly communicated with Reservations and Operations
Prepare cover sheets, BEO and staff meeting packets, rooming lists and reports based on room blocks and customer information
Coordinate advance deposits and payment of same and ensure assigned sales managers have collected per contract
Check voicemail and email when sales team members are out of the office to ensure proper and timely follow up on all leads
Manage incoming calls and inquiries and respond to as directed
Prepare amenities for VIP guests
Make gift certificates if requested by manager
Manager LNR reservations
Assist DOS with Fastpay and commission process
Prerequisite Skills, Qualifications and Physical Requirements:

Job Qualification Educational Requirements

Skills and Education:

Excellent verbal and written communication skills, General Education High School Diploma
General Education Undergraduate Studies preferred
Required excellent customer service skills with vendors, guests and potential clients.
Knowledge of Delphi and OnQ hotel operating system preferred
Expert knowledge of Microsoft Office products; Excel, Word, PowerPoint and Outlook.
A good understanding of Sales and Conference Planning procedures.
Knowledge of a hotel structure and how all departments interact, a plus.