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Come be a part of The Main, Downtown Norfolk’s newest upscale hotel, dining, and meeting destination. We are focused on delivering exceptional customer service while having competent, dedicated, and focused associates who are motivated by a profound responsibility to exceed our guests’ expectations. We are always looking for the best talent to join our team.
Overview
The Catering Sales Coordinator is responsible for managing incoming local catering events inquiries within 45 days of execution and providing event logistics support to the Catering Sales Managers, Convention Service Managers and Director of Catering and Convention Services.
Responsibilities
Manage incoming inquiries for events within 45 days of execution are responded to as directed accurately, timely and in a professional manner
Responds to all assigned franchise and third party generated catering leads
Performs in-house coordination of all aspects of group needs after contract is signed and delivered to PHR Group Sales and Catering Department
Ensures all deposits and charges are processed properly and in accordance with PHR Standard Operating Procedures.
Obtains rate and restriction approvals from DOC&CS prior to extending catering sales agreement to client.
Plan, upsell and detail the meeting/function with the client including: space requirements, times, equipment, menus, themes/decorations, etc...
Conducts Client Site inspections
Create and send letters, proposals, BEO’s, e-mails and contracts to clients
Coordinate with the appropriate areas in the hotel, resolve any issues, complaints and problems to ensure quality product delivery and customer satisfaction
Ensure all function sheets are sent to the client and signed off on by the client on a timely basis prior to the meeting date
Greet clients upon arrival. Review functions scheduled for the day (i.e. meal times, guarantee counts, and scheduled activities.)
Utilizes Delphi as a lead log follow up and client call trace systems.
Produces Weekly Function Sheets, Banquet Event Orders, Resumes and obtains all information related to function space events.
Interface with and assist visitors and clients to the sales office as well as via phone and e-mail
Extremely organized & is able to handle several projects & tasks simultaneously
Administrative duties including faxing, scanning, mail contracts, letters, creating and sending letters, proposals, e-mails and contracts to clients as directed by Catering Sales and Convention Services Managers and Director of Catering & Convention Services
Provide event coverage for local catering events as assigned by Director of Catering and Convention Services.
Check voicemail and email when sales team members are out of the office to ensure proper and timely follow up on all leads
Assist managers on creative projects, such as proposals and special event invitations.
Participates in all weekly meetings
Perform Catering Assistant administrative duties in their absence.
Qualifications
TypeQualificationSkillPrior experience as an administrative assistant, or extensive guest service experience.
- Clear people and interactive skills.
- Ability to work independently, self-motivated.
- Strong multi tasking and organizational skills.
- Clear written and verbal communication skills.
- High School Diploma or certified vocational training
SkillProficient in MS Office products including: Word, Excel, Powerpoint, Publisher & Visio.SkillAbility to prioritize tasks and organize data, reports, and schedulesExperiencePrevious experience working with general office equipment (facsimile, mail machine, copier, etc)EducationHigh School diploma or GED requiredExperiencePrevious experience working in an entry level administrative position required (i.e., jr. admin, receptionist, file clerk, etc.)