Group Sales & Catering Coordinator

Job description

General:

Supports the hotel's Sales Team by being the main liaison with clients after contract is signed.

P R I M A R Y R E S P O N S I B I L I T I E S

· Performs routine clerical duties such as typing correspondence, filing, and answering phones.

· Maintain traces for all group accounts in Sales Pro.

· Create and maintain binders for record-keeping of contracts.

· Provides room confirmation numbers (Rooming list) report to groups 30 days out to group’s arrival to ensure accuracy of reservations.

· Provide group resumes for arriving groups and conduct weekly meetings with Department Heads concerning these reports.

· Assures that all groups are paid within the stipulated time per contract, follow up with accounting to ensure invoices have been sent out to the clients on a timely manner.

· Review accounts for accuracy and specials requests including welcome VIP amenities for client’s rooms upon arrival and communicates to appropriate departments.

· Group Commissions- create and maintain database for tracking of all accounts by month, quarter and hotel and submit to accounting.

· Group Pick Up- Consolidate up to match Opera and Sales Pro. Update system every Monday.

· Assist heavily with marketing, through proof reading, inventory maintenance, ordering promotional items, creating PowerPoint presentations or flyers upon request.

· Processing final manifest/special events, representing company at receptions, maintaining inventory, ordering and issuing required collateral and documents.

· Organizing the workflow of the office and tracks where the Sales Staff are traveling

· Plan, organize and execute site inspections as needed.

· Open and distributes sales documents as needed.

· Manage multiple activities often in stressful situations with strong organization skills

· Attend meetings/training as required by management

-Create Banquet Event Orders for the team to service the events

-Cover catering events during weekends as needed

R E L A T I O N S H I P S

Internal: Sales Staff: To ensure timely completion of tasks and to keep updated on progress.

All other hotel departments: To coordinate guest and client needs and requests, especially with the Front Office and Catering staffs.

External: Guests/Clients: To greet and put in contact with the appropriate Sales Manager. Build relationship with groups and catering events to provide great customer service, repeat leads, and to provide group details to operations team.

Q U A L I F I C A T I O N S

Job Requirements:

· Minimum of 1 year of Group Sales experience in a hotel or sales office environment.

· This position requires a well-organized individual who can multi-task in a busy office environment. Must be energetic, professional, mature and able to clearly communicate orally and write in English.

· Those with advanced education in Sales & marketing in the hotel industry are preferred.

· Good oral and written communications skills.

Computer skills; proficient in Excel, Word, PowerPoint and Outlook

· Strong and proven skills in creating databases, spreadsheets and PowerPoint presentations.

· Superior organizational and prioritization skills; excels in multi-tasking.

· Detail oriented

Bilingual a plus. As the first guest contact in the Sales office, this individual must reflect the hospitality and professionalism of our company – in appearance, demeanor and verbal communication.

Job Type: Full-time

Pay: $15.00 - $18.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Parental leave
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Travel requirement:

• Travel

Ability to Relocate:

• Orlando, FL 32819: Relocate before starting work (Required)

Work Location: In person