Event coordinator

Loews Regency New York Hotel has a legacy of luxury - expertly orchestrated and masterfully performed. Located in midtown Manhattan, the property seamlessly blends its iconic Art Deco design with modern sensibilities, craftily merging form and function to compliment 50 years of service expertise.

Welcome to our Park Avenue Allure.

Job Specific

• Coordinate sales processes and customer relations for DOSM and other managers as required
• Answer telephones within Loews Star Service guidelines. Never answer with "hold please". Always allow caller to speak first, if necessary to put him / her on hold.
• Maintain an orderly system to ensure the delivery of all messages to office staff
• Prioritize work on a daily basis
• Be pleasant and helpful with internal and external clients
• Accurately type correspondence including memos, forms, contracts, and letters as needed
• Input account, booking and profile information into the DMPE system within the designated time frame and adhere to all guidelines as set forth in the Delphi Procedures and Standards
• Run future availability reports each day and distributes to sales team
• Make travel arrangements for his / her Manager including airline, hotel, car rental, cash advances and registration for conventions attending
• When receiving a lead, ask for all pertinent information. Use client's last name during conversation. Give client name of sales manager that will be returning phone call.

Always thank the caller for calling

• Set-up and maintain files in a neat and orderly manner adhering to the prescribed format (i.e. Left side : contract; Right side : booking recap, original notes or inquiry form, parking memo, detailed reservation listing, rooming list and changes to list, correspondence, amenity requests, credit information on bottom)
• Assist with return phone calls. Help clients with details on upcoming groups. Make every effort to resolve requests on the first call.
• Make reservations and take care of amenities for Managers. Follow-up by double-checking all VIP reservations and amenities.

Call the Reservations Department and have the VIP rooms pre-assigned. Call Room Service to see that they have amenity request.

Notify Manager of room assignment and status of amenity

• Ensure that personal note accompanies all amenities
• Assist with special project tasks, including mailings, sales blitz lists and other sales related activities
• Prepare contracts for Sales Managers; merge, alter and distribute for a tentative booking
• Assemble proposals and regret correspondence for Sales Managers
• Create reader files for Sales Managers and prepare them for monthly review by the Director of Sales
• Produce V.I.P reservations for the Reservations Department, and follow up to ensure the guest will be accommodated upon arrival
• Assist in training new Sales Assistants on how the Sales Department and the hotel operate to accommodate clients / guest and their daily responsibilities to the Sales Manager
• Create Post Convention Reports, merge corresponding thank you letters
• Assist other Sales managers with contracts, proposals and letters, when these situations arise
• To develop working relationships with hotel department heads and operational areas
• Execute administrative needs for special projects and events
• Proof-read all correspondence for accuracy and readability

Supportive Functions and Responsibilities

• Respect guidelines of confidentiality and code of ethics in all company areas
• Represent Loews Hotels in a professional manner at all times
• Promotes and applies teamwork skills at all times
• Notifies appropriate individual promptly and fully of problems and / or unusual matters of significance
• Is polite, friendly, and helpful to guests, management and fellow employees
• Executes emergency procedures in accordance with hotel standards
• Complies with required safety regulations and procedures
• Maintains cleanliness and excellent condition of equipment and work area
• Complies with hotel standards, policies and rules
• Recycles whenever possible
• Remains current with hotel information and changes
• Complies with hotel uniform and grooming standards

Qualifications

• Proficient in Microsoft Word, Excel, Opera, and Delphi
• Excellent communication, organization, written and guest relations skills
• Able to work a flexible schedule, including weekends and holidays
• Must be able to provide outstanding customer service to internal and external guests

Education :

Minimum two years office experience, preferably in a sales environment

Wage range for this position, based on experience, is $25.60 to $32.00.

Last updated : 2024-08-06

Salary : $26 - $32