SALES AND CATERING COORDINATOR - HILTON NORFOLK THE MAIN

Overview :

The Sales and Catering Coordinator will provide dual support to the Director of Sales, Director of Catering and General Manager.

Responsibilities include the management of day to day work flow and administration, maintaining the quality of the Delphi database, coordinating booking information and reports and providing sales support.

Responsibilities :

Perform administrative duties as needed for General Manager.

Manage, monitor, process and track departmental expenses within budget in conjunction with the Sales Department

Ensure on-going verification and reconciliation of room blocks between Reservations and Sales on a regular basis.

Assist Director of Sales in maintaining and updating plan values in Delphi to include : Transient Protect, Group Room Budget (Rooms and Rates), and Minimum Acceptable Rate (MAR) and Sales Goals by Sales Manager.

Monitor the GRC in Delphi and ensure Tentatives and Proposals do not stay on books past due dates

Manage the actual pick up of group room blocks in Delphi - This would also include all adjustments

Create and send letters, proposals, BEOs, e-mails and contracts to clients as directed by the sales team

Perform all administrative duties as needed for Director of Sales and Director of Catering.

Interface with and assist visitors and clients to the sales office as well as via phone and e-mail

Ordering of office supplies for the sales department

Extremely organized & is able to handle several projects & tasks simultaneously

Assist Director of Sales prepare and distribute daily, weekly, monthly and quarterly sales reports.

Ad hoc reports as requested

Track and maintain the inventory of all collateral and marketing pieces. Proactively order replacements as needed

Administrative duties including faxing, scanning, mail contracts, letters, creating and sending letters, proposals, e-mails and contracts to clients as directed by sales manager

Responsible for turn-over process for DOS and DOC once a booking is definite and work with Reservations

Processes all group sales contracts within 24 hours of receiving original, and ensures booking details are thoroughly communicated with Reservations and Operations.

Prepare cover sheets, rooming lists and ASAP reports based on room blocks and customer information

Coordinate advance deposits and payment of same and ensure assigned sales managers have collected per contract

Check voicemail and email when sales team members are out of the office to ensure proper and timely follow up on all leads

Manage incoming calls and inquiries and respond to as directed

Qualifications : Skill

Skill

Excellent verbal and written communication skills, excellent customer service skills with vendors, clients, etc.

Experience

Knowledge of Delphi and OnQ preferred

Skill

Expert knowledge of Microsoft Office products; Excel, Word, Point and Outlook

Experience

A good understanding of Sales and Conference Planning procedures

Experience

Knowledge of a hotel structure and how all departments interact a plus