GROUP ROOMS & SALES COORDINATOR - Tarrytown House Estate

SUMMARY:

Provide management of all hotel group rooms from contract to execution (group sales and social); ensuring all information is correct in the proper systems and managed accordingly through departmental communication. Assist with administrative support for the sales, conference and catering department when needed. 

GROUP ROOMS & SALES COORDINATOR RESPONSIBILITIES:                                                                             

• Effectively and professionally review all hotel sales contracts as well as other important information, i.e., room block, cutoff date, special concessions, and attrition clauses and ensure full understanding of this document and update inventory in Salesforce 

• Manages all aspects of input of hotel group reservations (block creation, billing set up, reservations input, special requests, etc.) 

• Create and distribute amenity forms for onsite contacts for hotel groups and catering 

• Ensure any and all changes and updates are complete in the proper systems and communicated accordingly   

• Ensure all hotel billing is correct and communicated to the appropriate departments via proper channels (EO meeting, Resumes, 10-day forecast, etc.)

• Monitor and manage hotel room blocks according to contract cutoff and release dates, to ensure release of unused rooms for sale to maximize hotel revenue, adjusting as necessary. 

• Creates and distributes hotel's 10-day forecast

• Process commissions for hotel groups when applicable and provide monthly commission report to accounting   

• Responsible for monitoring hotel reservations inbox and phone line and follow up accordingly

• Responsible for monitoring hotel Sales and Catering lines when needed

• Direct client management of hotel rooms-only blocks from contract to execution

• Develops strong customer relationships through appropriate client communication and the use of professional, courteous, and ethical interpersonal interaction.

• Conducts tours of the hotel and meeting facilities when needed

• Assist with sending information to guests that inquire

• Create hotel's sales and catering kits when needed

• Create event orders and resumes when needed

• Run hotel's Deposit Report on a weekly basis

• Maintains the departmental filing system 

• Assist with sales and catering contracts, administrative tasks when needed i.e. performs typing, mailing, faxing, copying and shipping functions for department 

• Perform any other job-related duties as assigned by DOSM, DOGS, Sr. Event Manager or Catering Managers.

GROUP ROOMS & SALES COORDINATOR KNOWLEDGE, SKILLS AND ABILITIES:

•                  Attention to detail

•                  Ability to communicate effectively verbally and in writing

•                  Excellent listening and problem-solving skills

•                  Negotiating & Strong computer skills

•                  Must have flexible work hours (Weekends & Nights)

•                  Sales Focus

•                  Written Communications

•                  Approachability

•                  Time Management

•                  Knowledge of hotels and competitive markets.

•                  Ensure that guest satisfaction is consistently obtained and maintained.