Hotel EMC2
Overview
The Sales and Catering Coordinator provides administrative and operational support to the Sales and Catering team to ensure the seamless execution of events and group bookings. This role assists with client correspondence, proposal preparation, contract processing, event detailing, and internal communication with hotel departments. The coordinator maintains organization, tracks key deadlines, and ensures a high level of client satisfaction through timely and professional service. A successful candidate will be detail-oriented, efficient, and possess excellent communication and multitasking skills, with the ability to implement programs and develop SOPs as needed. Responsibilities
Represent the hotel in a positive manner. Assist and support all facets of sales. Answer telephones, respond to questions, direct calls to the appropriate person, and/or take messages. Delegate leads to corresponding managers. Book comp night stays for trade and media. Book transient reservations, as needed for the business travel manager. Research and dissect arrivals report daily for sales managers. Assist front office in managing inventory when room pools are oversold. Detail all internal meetings and events, including building in-house BEOs, arranging Audio Visual, and distributing details to operating departments. Distribute all BEOs and resumes to operating departments. Assist managers with inspecting all set meeting space to ensure proper setup and that all requirements per the Banquet Event Orders are ready for the client. Update reader boards and meeting signage with company name, special logos, videos, and pictures as needed. Build and update menu items in CI/TY. Build and manage room blocks, send rooming lists, create event resumes, and distribute BEOs. Communicate with group sales manager if a group falls into attrition policies. Send thank you letters and invoices as needed. Attend Resume/BEO Review meetings each week. Be able to multi-task. Conduct site inspections with walk-in clients when managers are not available. Input pickup numbers and financial data in CI/TY post departure. Purge and file past groups and update history files. Confirm details for the Groups Resumes, updating Banquet Event Orders when requested. Be self-motivated to act proactively to ensure excellent customer service to all clients and contacts. Create and maintain files. Prepare, email and/or fax banquet event orders with required attachments such as credit card authorization forms, rooming lists, and direct bill applications. Create invoices, post billing for all groups, and send paid invoices to clients. Check availability of rooms to take new or change existing reservations. Update client information. Ensure that all information regarding a group is sent to the proper department on schedule to facilitate proper handling of each group. Contact new clients and maintain rapport with the existing client base. Be familiar with hotel layout, event space, and catering menus. Oversee the file turnover of definite groups and assist the sales team with CI/TY procedures. Relay last-minute changes/additions to BEOs to all departments affected, in person or by phone. Administrative support to DOSM and all Sales Managers. Assist DOSM in marketing projects and reporting. Audit Citywide room blocks. Comply with the Hotel’s Standard Code of Conduct and all other regulations established by management and Employee Handbook. Be knowledgeable of the hotel’s emergency procedures as instructed by hotel management. Be familiar with current sales programs and promotions of the hotel. Participate in daily sales stand-up meetings and weekly sales meetings. Other duties as assigned. Qualifications
Communicate in the primary language of the hotel. Dress professionally at all times and be well groomed. Computer literate in Microsoft Windows applications required. Prior experience with Opera, MARSHA and CI/TY is a plus. Demonstrates self-confidence, energy and enthusiasm. Open availability to work late nights, holidays and weekends (if necessary). Maintain knowledge of hotel property, staff, services, hours of operation, and surroundings (e.g., mall, restaurants). Adhere to all work rules, procedures and policies established by the company. Working Conditions
Fast-paced hospitality environment. Requires extended periods of standing and walking. May involve occasional lifting of items up to 25 lbs. Seniority level
Entry level Employment type
Full-time Job function
Management and Manufacturing Industries
Hospitality
#J-18808-Ljbffr
The Sales and Catering Coordinator provides administrative and operational support to the Sales and Catering team to ensure the seamless execution of events and group bookings. This role assists with client correspondence, proposal preparation, contract processing, event detailing, and internal communication with hotel departments. The coordinator maintains organization, tracks key deadlines, and ensures a high level of client satisfaction through timely and professional service. A successful candidate will be detail-oriented, efficient, and possess excellent communication and multitasking skills, with the ability to implement programs and develop SOPs as needed. Responsibilities
Represent the hotel in a positive manner. Assist and support all facets of sales. Answer telephones, respond to questions, direct calls to the appropriate person, and/or take messages. Delegate leads to corresponding managers. Book comp night stays for trade and media. Book transient reservations, as needed for the business travel manager. Research and dissect arrivals report daily for sales managers. Assist front office in managing inventory when room pools are oversold. Detail all internal meetings and events, including building in-house BEOs, arranging Audio Visual, and distributing details to operating departments. Distribute all BEOs and resumes to operating departments. Assist managers with inspecting all set meeting space to ensure proper setup and that all requirements per the Banquet Event Orders are ready for the client. Update reader boards and meeting signage with company name, special logos, videos, and pictures as needed. Build and update menu items in CI/TY. Build and manage room blocks, send rooming lists, create event resumes, and distribute BEOs. Communicate with group sales manager if a group falls into attrition policies. Send thank you letters and invoices as needed. Attend Resume/BEO Review meetings each week. Be able to multi-task. Conduct site inspections with walk-in clients when managers are not available. Input pickup numbers and financial data in CI/TY post departure. Purge and file past groups and update history files. Confirm details for the Groups Resumes, updating Banquet Event Orders when requested. Be self-motivated to act proactively to ensure excellent customer service to all clients and contacts. Create and maintain files. Prepare, email and/or fax banquet event orders with required attachments such as credit card authorization forms, rooming lists, and direct bill applications. Create invoices, post billing for all groups, and send paid invoices to clients. Check availability of rooms to take new or change existing reservations. Update client information. Ensure that all information regarding a group is sent to the proper department on schedule to facilitate proper handling of each group. Contact new clients and maintain rapport with the existing client base. Be familiar with hotel layout, event space, and catering menus. Oversee the file turnover of definite groups and assist the sales team with CI/TY procedures. Relay last-minute changes/additions to BEOs to all departments affected, in person or by phone. Administrative support to DOSM and all Sales Managers. Assist DOSM in marketing projects and reporting. Audit Citywide room blocks. Comply with the Hotel’s Standard Code of Conduct and all other regulations established by management and Employee Handbook. Be knowledgeable of the hotel’s emergency procedures as instructed by hotel management. Be familiar with current sales programs and promotions of the hotel. Participate in daily sales stand-up meetings and weekly sales meetings. Other duties as assigned. Qualifications
Communicate in the primary language of the hotel. Dress professionally at all times and be well groomed. Computer literate in Microsoft Windows applications required. Prior experience with Opera, MARSHA and CI/TY is a plus. Demonstrates self-confidence, energy and enthusiasm. Open availability to work late nights, holidays and weekends (if necessary). Maintain knowledge of hotel property, staff, services, hours of operation, and surroundings (e.g., mall, restaurants). Adhere to all work rules, procedures and policies established by the company. Working Conditions
Fast-paced hospitality environment. Requires extended periods of standing and walking. May involve occasional lifting of items up to 25 lbs. Seniority level
Entry level Employment type
Full-time Job function
Management and Manufacturing Industries
Hospitality
#J-18808-Ljbffr