Sales and Event Coordinator

Assists managers in all facets of sales/service process, by typing, copying, distributing and filing all related correspondence as well as answering and responding appropriately to incoming telephone calls.
Responsibilities

Responsibilities and Duties:
• Takes booking inquiry information via phone, and prepares proper paperwork.
• Enters data, (operates various word processing and other software packages) to produce correspondence, forms, memoranda and other documents. Understands written and verbal instructions.
• Answers telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercises decision making skills to direct callers’ requests. Accurately records messages for staff and distributes the written messages to the staff members’ office in a timely manner.
• Distributes printed documents to appropriate persons and locations to ensure prompt processing of time sensitive information by hotel and supplier staff. Transports printed documents weighing up to 10 pounds to offices, mailrooms and other locations throughout the hotel building.
• Organizes, files and retrieves documents in appropriate binders in order to maintain essential records used in the department operation. Organizes items alphabetically and numerically.
• Distributes outgoing and inter-office mail and documentation throughout hotel.
• Answers telephones for other individuals within department during their absence from the office.
• Performs other related duties as assigned.

Provide data entry support for Banquet Event Orders (BEO’s) for weddings and social events and update as needed until time of the event. Assist in responding to sales inquiries with providing menu details, available function dates and resort information. Assist with all banquet inventory and equipment by running monthly inventory counts. Assist with marketing and sales collateral by creating promotion package folders, ordering supplies for trade shows and serve as liaison to vendors. Attend Banquet Event Order meetings weekly and provide support to Food and Beverage departments and other hotel departments affected by the upcoming event. Track deposits and final invoicing for meetings and events. Provide meeting details into body of Banquet Event Order and update as needed. Assist Group Sales Manager with room blocks and rooming lists.

Specific Job Knowledge and Skills:
• Basic secretarial knowledge such as business letter formats and telephone etiquette.
• Excellent telephone skills and manners; ability to interact with fellow employees and clients of the hotel, both via phone and in person.
• Working knowledge of Microsoft Word.
• Ability to read, write, and speak using excellent grammar and communication skills.
Other Expectations:
• Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position.
• Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. This includes nights, weekends and/or holidays.

All employees must maintain a neat, clean and well-groomed appearance (specific standards available).
• Employee is always required to take on the responsibility and wear appropriate Personal Protective Equipment (PPE) as determined by position and duties.
• Complies with health and safety rules, regulations and procedures to maintain a safe environment.