What are the responsibilities and job description for the Sales and Events Coordinator position at Hotel Haya?
Sales & Events Coordinator Position Profile
Reports to: DIRECTOR OF SALES, position is Non-Exempt
WHAT YOU WILL GET
Work with an amazing team who is passionate about hospitality, celebrating diversity and embracing individuality!
- Paid time off including vacation, sick and a floating holiday to use when you choose
- Paid time off to volunteer in your community
- Free parking in Ybor!!!
- Free shift-meal prepared by our in-house culinary experts
- Up to 50% off food when you dine at the restaurant as a guest
- Greatly discounted room rates for your out-of-town guests
- Medical benefit premiums begin at a bi-weekly cost of $66
Interested? Please read on...
WHO WE ARE
Hotels done differently. It’s not a slogan or catchphrase, it is who we are in everything we do. We believe in the power of People, Place, and Character. We ensure our hotels are a place where individuals are valued and celebrated, elevating our associates’ pride in who they are, where they live, and who we serve.
Located in the heart of historic Ybor, a trolley ride away from downtown Tampa, Hotel Haya will be a hub of activity. Blending Cuban, Italian, and Spanish influences, the property will feature 178 guest rooms, over 7000 square feet of banquet space, a world-class restaurant, airy café, and lush courtyard with a pool.
Hotel Haya is managed by Aparium Hotel Group founded in 2011 is driven by the belief that all hospitality experiences should be fueled by the poetics of their surroundings, Aparium was born with an intense focus on unearthing the amazing moments unique to every city. Since its founding, Aparium has grown into a new kind of hotel brand, one that ventures off the beaten path, both geographically and philosophically. It is a sophisticated hotel brand known for its singular ability to combine the business acumen of large hospitality companies with the charm of boutique hotels, bringing the disparate forces together in bustling, smaller markets.
WHO YOU ARE
Your experiences have led you to understand that there is an art science to the how and what a sales team member is responsible for; the passion to understand and support the direction of the business and the importance of knowing how people and clients drive the success of the company. You are a self-starter with strong communication skills. You love problem solving and partnering with team members on how to fix the root causes of issues. You continually find ways to partner with your peers to identify how to support the Sales team you are in.
THE ROLE
The Sales coordinator reports to the Director of Sales and will assist the sales and catering team in responding to and following up with all client requests. This position will interact with everyone in the hotel so you must have strong and adaptable interpersonal skills, meaning you can get along with anyone. You are meticulous in detail with exceptional planning and organizational skills. Getting the details right for a client or guest can possibly make or break their experience.
You will quickly develop trusting relationships with clients and employees of the hotel. As a team member within Aparium Hotel Group you will work with a phenomenal group of peers who insist that you are collaborative, humble, experienced, and open-minded – no egos are allowed.
WHAT YOU WILL DO
- Uphold and role model the company’s principles of People, Place and Character; and ensure direct reports are also modeling the way of our values that drive collaboration, intuition and translocal hospitality
- Emphatically never miss an incoming call, by answering every call for the sales team and direct the client to the appropriate contact; or if needed note all the required details that will assist the sales team in understanding the request so they can be ready to respond to the client’s inquiry.
- Demonstrate pride in your administrative responsibilities by ensuring contracts and proposals are accurately completed with the necessary details, respond swiftly to client email inquiries or returning their phone calls, and follow-up on your requests to other hotel departments to ensure tasks were completed.
- Keep the sales team on track by arranging appointments, sending calendar invites, reminding them of client meetings, expressing client unstated needs, ensuring sales collateral is in stock and up to date, and providing updates when new information is learned.
- Understand the multiple IT systems used in sales and catering are your friend, and accurately input and update information timely, which is critical to a seamless event; regularly run reports to audit your work and review group updates and ensure client information is complete and accurate.
- Take pride in creating a well-organized and accurate record-keeping of accounts, which includes traces (reminders), creating and updating bookings, assisting with controlling events in the function diary and the accurate preparation of contracts, creating Banquet Event Orders (BEOs), maintaining the various sales system file systems, both digital and print, including account files, program evaluation, databases, and master binders for BEOs and resumes.
- Manage the group pick-up, cutoff dates, rooming lists, deposits, and all other communication requested by Sales team.
- Be a team player by assisting the sales teams when needed with tours or site visits, jump in to assist other departments if needed to greet and direct guests during events, and help the banquet team when needed for quick sets, teardowns or turn arounds.
- Demonstrate a willingness to take direction from managers when needed to accomplish a task for the greater good, and a desire to take on additional responsibilities that will help with your career growth and general hotel knowledge.
- Prepare and send requested collateral materials to designated clients or guests. Common collateral materials might include catering menus, brochures, meeting room layout & seating capacity diagrams, area maps & brochures.
- Ability to work with outside vendors to ensure client satisfaction for all events/groups.
- Additional tasks and responsibilities as requested by the Director of Sales and/or hotel General Manager in support of a successful operation
WHAT YOU WILL NEED
- Minimum of two (2) years of hospitality experience, with sales experience preferred
- Delphi FDC system knowledge, preferred but not required
- Advanced skill level in using a variety of IT systems for booking, reserving, and capturing client and guest information
- Adaptable interpersonal skills to communication and address all employee levels of the hotel
- Professional proficiency of the English language in reading, writing and verbal communication
- Experience with all MS Office programs required
- Experience in automated IT System reporting
- A flexible schedule, as sometimes you may have to work evenings, weekends, or a holiday as events occur 7-days a week
- Flexible and adaptable in an open, fast paced environment with changing priorities and direction, no two days are the same
- Highly organized and can plan multiple activities and meet deadlines with the ability to always maintain a positive and professional demeanor
As an Equal Opportunity Employer, Aparium Hospitality Services celebrates diversity and is committed to creating an equitable and inclusive environment, and a sense of belonging for all employees. We do not discriminate and believe every individual should be proud of who they are, where they come from, and take pride in who we serve.
Salary : $66
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