Sales and Catering Coordinator

Hospitality / Property Management / Sales & Marketing

Ready to apply Before you do, make sure to read all the details pertaining to this job in the description below.

Summary

Responsible for assisting with the daily operations of the Sales and Marketing Department. This individual must be able to operate independently and simultaneously as a team player within the guidelines and procedures of the company, being able to implement programs and to develop SOPs, as needed.

Duties and Responsibilities

• Represent the hotel in a positive manner.
• Assist and support all facets of sales.
• Answer telephones, questions and 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 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 but not limited to building in-house BEO's, arranging Audio Visual and distributing details to operating departments.
• Distribute all BEO's and Resumes to operating departments.
• Assist managers with inspecting all set meeting space to ensure proper set-up and 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 BEO's.
• 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.
• Have the ability 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 detail 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 correct attachment papers that are required, such as, credit card authorization form, rooming list, direct bill application.
• Check availability of rooms to take new or change existing reservation.
• Update client information.
• Ensure that all information regarding a group is sent to the proper department on schedule in order to facilitate the proper handling of each group.
• Contact new clients and maintain rapport with 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 BEO's either in person or by phone to all departments affected.
• Administration of group cut-off dates and release unsold rooms.
• Administrative assistance to DOSM and all Sales Managers.
• Assist DOSM in marketing projects and reporting.
• Audit Citywide room blocks.
• Comply with Hotel's Standard Code of Conduct and all other regulations established by management and Employee Handbook.
• Be completely knowledgeable of hotel's emergency procedures as instructed by hotel management.
• Be familiar with current sales programs and promotions of the hotel.
• Active participation in daily sales stand-up meetings and weekly sales meetings.

REQUIRED SKILLS :

• Ability to stand or sit for an entire shift.
• Ability to reach, bend, stoop, lift, push and pull.
• Ability to lift and carry up to 30 pounds.
• Ability to work in front of a computer monitor for extended periods of time.
• Ability to tolerate moderate temperature changes in the building.
• Ability to handle repetitive motion of the wrists, hands and fingers.

About the Company

A uniquely different hospitality company, SMASHotels relentlessly pursues the finest talent, trends, and ambiances to create extraordinary experiences.

A deep passion for exceptional customer service creates engagement and loyalty. Innovative programming and perpetual development keep us fresh and relevant.

SMASHotels embraces emergent technology to drive cost control, flawless operations, marketing, customer relationship management, entertainment and online and in-person engagement.

Our track record has shown that by raising the bar through a focused commitment both financially and experientially, we achieve success, and our return on investment is substantially higher than industry standards.

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