Group Rooms Coordinator

POSITION PURPOSE
The Group Rooms Coordinator is responsible for clerical, administrative, and other duties to assist in the smooth operation of the Sales and Catering department. We are seeking an administrative assistant who is able to multi-task, proficient in all Windows based software such as word, excel, PowerPoint, some publisher and ability to work with web-based programs as needed. S/he will also work with in house systems such as Delphi to produce timely in-house Banquet Event Orders (BEO), assist with direct billing inquiries with contracts, and ensure professional telephone coverage during business hours. Prior front office/reservations in hotel setting preferred.

Essential Functions:

• Understands and abides by all safety protocols.
• Willingly embrace last-minute changes in direction and unexpected changes in operational plan.
• Performs other duties as assigned.
• Approach all encounters with guests and employees in a friendly, service-oriented manner. 
• *Maintain confidential information obtained from Sales manager/DOS/ADOS* 
• Maintain regular attendance in compliance with company standards, as required by scheduling which will vary according to the needs of the hotel.
• Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and nametag when working.
• Comply at all times with company standards and regulations to encourage safe and efficient hotel operations.
• Always maintain a warm and friendly demeanor.
• Employees must, at all times, be attentive, friendly, helpful, and courteous to all guests, managers, and fellow employees.
• Identify prospective customers by using business directories, following leads from existing clients, participating in organizations and clubs, and attending trade shows and conferences.
• Attend meetings and take minutes as directed.
• Input data into database and provide administrative support as assigned.
• Manage existing files and create new ones as needed.
• Maintain and stay abreast of the latest computer programs/innovations (as applicable).
• Maintain a central purchase order system for office supplies.
• Maintain adequate supplies for copy, fax and postage machines and coordinate repair services.
• Coordinate all hotel travel arrangements for sales trips and annual meetings.
• Order all business cards for management staff.
• Assist all departments in creation of collateral for special promotional projects. 

SKILLS AND ABILITIES 
Education/Experience: Any combination of education, training or experience that provides the required knowledge, skills, and abilities.  Microsoft Office Products knowledge required. 
Certificates & Licenses: None Required