Sales Coordinator - Eliza Jane

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.