Job description
JOB SUMMARY
The Sales and Catering Coordinator handles the day-to-day administrative duties for the Sales & Catering Department.
JOB DUTIES
- Answer telephone, direct calls, take and relay messages and return calls.
- Route lead calls/emails to the appropriate sales/catering manager(s).
- Assign all group leads to the appropriate sales/catering managers and enter them into Delphi FDC.
- Confirm daily showrooms and communicate list to the sales team.
- Print and distribute group pickup and group cutoff reports on a weekly basis.
- Load all new groups and build booking links in Delphi FDC.
- Conduct quarterly audits from Delphi FDC and PMS systems to ensure accuracy
- Make reservations for BT sales manager(s) and input rooming lists for group sales manager(s).
- Set Up Group Routing and Billing Notes in the Group Master
- Create HSE Accounts for Catering Only and Non-Group Posting Charges (Such as, group parking and group dining in outlets)
- Resume Packet Verification – Ensure that VIPS, Upgrade, Parking Notes, Comps, Routing etc. for each group turned definite
- Pull rooming lists for groups and managers upon request
- Actualize room blocks, catering & banquet functions in the Delphi FDC after the group’s departure.
- Schedule all in-house events and create/distribute BEO’s.
- Input meeting planner points for all groups and any projects or special corporate travel promotions.
- Verify and process payment for group commissions. Process all checks received for deposits.
- Run all required daily & weekly reports.
- Maintain updated and accurate Master BEO binder for hotel.
- Manage creation, distribution & tracking of gift certificates for hotel.
- Create group resumes and BEO’s within allotted timeframe and distribute to all appropriate departments.
- Manage all aspects of creating coversheets and resume packets and distributing information to appropriate staff/departments.
- Coordinate VIP amenities and communicate delivery information to appropriate department(s).
- Send out packages FedEx for managers and groups in-house as needed.
- Produce menus, directional signage, table numbers, name tents, buffet cards, etc. as needed.
- Create breakfast and drink vouchers as needed for various groups.
- Order office supplies and maintain organization of the supply closet. Order supplies for sales kits and other marketing material.
- Maintain confidential information. Maintain and secure files for Sales & Catering Department.
- Coordinate show rooms, VIP amenities, and sales collateral requests.
- Attend all mandatory department and hotel meetings.
- Complete all required HRI/Brand training within timeframe allotted.
- Watch for safety hazards and report them immediately to your Supervisor/Manager.
- Act in accordance with fire, health and safety regulations and follow the correct procedures as required.
- Support environmental commitments by acquiring the knowledge, skills, and values to be a leader in the global goal of “greening” the hospitality industry.
- Perform other duties as directed, developed, or assigned.
MINIMUM REQUIREMENTS:
Four-year college degree or equivalent work experience.- Minimum 1-2 years hotel/resort experience preferred; front desk experience highly desirable.
- Excellent verbal and written communication skills including leading and participating in formal presentations.
- Effective problem-solving skills.
- Strong organizational skills with the ability to handle multiple tasks in a fast-paced environment.
- Ability to work with little or no supervision and be a self-starter.
- Strong computer skills, including Microsoft Word, Excel & PowerPoint, Delphi FDC & OnQ experience strongly preferred.
- Ability to exercise discretion and maintain confidential information.
- Strong attention to detail and excellent time management skills.
- Ability to demonstrate high energy, and strong enthusiasm for customer service
- Ability to meet strict deadlines and communicate effectively in the event of any delays.
- Ability to implement trace systems to track projects/work.
- Ability to work as part of a team.
- Maintain high standards of personal appearance & grooming and regular attendance in compliance with company standards.
All positions require service minded team players with personable, enthusiastic and outgoing personalities. We offer many benefits for full time employees such as medical, dental, life insurance, 401K, paid time off, discounted hotel stays and more. Pre-employment background screening is required as a condition of employment.
EOE/M/F/Vet/Disabled
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