Sales & Catering Coordinator

Position Title: Sales and Catering Coordinator

Department: Sales and Catering

Reports To: Director ofSales and Marketing

About The Hollywood Roosevelt

The Hollywood Roosevelt dates back to the Golden Era. Located on the Hollywood Walk of Fame in the heart of Los Angeles, this iconic hotel reflects classic Hollywood in every sense. Built in 1927, the hotel has played host to stars like Marilyn Monroe, Charlie Chaplin, and Clark Gable. Experience our modern interpretation of a Hollywood original.

Position Summary

The primary role of a Sales and Catering Coordinator is to provide administrative and sales support activities for the Sales and Catering Department. The job duties require style and service attributes that are key to creating a positive guest/client experience.

Essential Duties and Responsibilities:

• Answer phones in a professional manner in accordance with THR standards and promptly follow through on any guest/client need or request.
• Field sales inquiries, gather necessary information and pass onto appropriate Sales and Catering Manager.
• Assist in providing site visits/event walkthroughs/vendors/guests and/or create contracts or BEO’s in the absence of Directors/Sales and Catering Managers.
• Support Sales and Marketing, and Events and Catering teams by performing various administrative tasks, including scheduling appointments, site alert notifications, preparing sales collateral, preparing weekly Banquet Event Order packets, distributing Banquet Event Orders, preparing, and distributing Daily Listing of in-house events, sending amenities and assisting with merging Opera reports, sales and catering contracts and Banquet Event Orders.
• Must thoroughly and professionally communicate with all departments regarding guest/client needs and requests.
• Maintain accurate filing, record keeping and data entry.
• Maintain up-to-date knowledge of all property offerings, hours of operation, outlets, meeting space and any in-house events taking place.
• Knowledge of general local area information.
• Maintains a high level of confidentiality with all guest/client information.
• Maintain professional appearance and uniform standards.
• Develop and maintain positive communication and teamwork with all co-workers and supervisors.
• Handle all guest/client service issues in an immediate and professional manner in the absence of Directors/Sales and Catering Managers.
• Perform other reasonable job duties as assigned.

Education and Work Experience

• High school diploma or general education degree (GED); 1 year of prior Administrative experience and/or training
• Previous Hospitality experience preferred.
• Computer Skills: Knowledge of Opera, Excel, Power Point, and Adecco.

Certificates, Licenses and Registrations

None required.

Supervisory Responsibilities

None.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to stand, sit, or walk for an extended period of time. The employee may frequently be required to stoop, kneel, and crouch for duration of shift (eight hours or longer). The employee will need to use hands to finger, handle, or feel; reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move and/or push up to 50 pounds without assistance.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be detail oriented, possess strong organizational and time management skills and the ability to multitask. Ability to work a flexible schedule including weekdays, weekends, holiday and nights.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to compose memos, letters with limited direction.

Reasoning Ability and Computer Skills

Ability to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to effectively present information and thoroughly answer questions in one-on-one and small group situations to customers, clients, and other employees Ability to efficiently use Opera and Microsoft Office programs.

Knowledge and Skills

Competencies: To ensure successful performance, an individual should demonstrate the following:

Customer Service: Welcome and acknowledge each and every guest with a smile, eye contact, and a friendly verbal greeting, using the guest's name when possible, whether in person or over the phone. Manages difficult or emotional customer situations. Responds promptly to customer needs and requests for service and assistance. Meets and exceeds guest expectations.

Problem Solving: Identifies and resolves problems in a timely manner. Gathers and analyzes information skillfully. Develops alternative solutions. Works well in group problem solving situations and uses reason when dealing with emotional topics.

Interpersonal Skills: Focuses on solving conflict, not blaming. Listens to others without interrupting. Keeps emotions under control. Remains open to ideas and tries new things.

Communication: Speak with others using clear and professional language to ensure a positive experience for fellow employees and guests. Listens carefully and gets clarification if necessary. Able to read and interpret written information. Writes clearly and edits work for proper spelling and grammar.

Ethics: Treats fellow employees with respect. Keeps commitments. Inspires the trust of others. Works with integrity and ethically. Upholds organizational values.

Professionalism: Approaches others in a tactful manner. Reacts well under pressure. Treats others with respect and consideration regardless of their status or position. Accepts responsibility for own actions. Follows all policies and procedures.

Judgment: Displays willingness to make decisions, exhibits sound and accurate judgment, and supports and explains reasoning for decision making. Includes appropriate people in decision process and makes timely decisions.

Planning/Organizing: Prioritizes and plans work activities, uses time efficiently and sets goals and objectives.

Productivity: Demonstrates accuracy and thoroughness. Monitors own work to ensure quality. Meets productivity standards. Completes work in timely manner. Strives to increase productivity. Works quickly but maintains attention to detail.

Safety and Security: Observes safety and security procedures. Reports potentially unsafe conditions. Uses equipment and materials properly. Immediately reports any injury to Supervisor/Manager and Security.

Adaptability: Adapts to changes in the work environment. Manages competing demands. Changes approach or method to best fit the situation. Able to deal with frequent change, delays, or unexpected events.

Attendance/Punctuality: Is consistently at work and on time. Follows proper procedures when calling off work. Arrives at meetings and appointments on time.

Dependability: Follows instructions and responds to management direction. Takes responsibility for own actions. Completes tasks on time or notifies appropriate person with an alternate plan.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

Equal Opportunity Employer