JOB DESCRIPTION

Job Title: Sales and Catering Coordinator                                      

Department: Sales & Marketing                                     

Supervision Exercised: N/A

Supervision Received:  Director of Sales & Marketing

JOB SUMMARY

The Sales and Catering Coordinator handles the day to day administration duties for the Property Specific Sales and Catering Department.

MINIMUM REQUIREMENTS

Education

• High School Diploma
• 4 year college degree preferred but not required

Experience

Skills and Knowledge 

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation. 

• Ability to write routine reports and correspondence.

• Ability to speak effectively before groups of customers or employees of organization

• Ability to calculate figures and amounts such as discounts, interest and commissions

• Ability to apply common sense and understanding to carry out instructions furnished in written or oral from

• Ability to deal with problems involving several concrete variables in standardized situations.

• Computer skills are required 

• Must be able to multi-task

• Able to manage detailed information in large amounts

• Highly organized

• Excellent oral and written communication skills

• Excellent organization skills, manages time well, correctly prioritizes and if flexible

• Ability to work well under pressure and meet deadlines

• Ability to manage outside departments and agencies

• Strong interpersonal skills and possession of a full understanding of professional business ethics, decorum and social skills

• Proficient in use of Microsoft Word, Excel and PowerPoint

• Comprehension of technical application of reservations system

• Detail-oriented

• Ability to master basic selling techniques

JOB DUTIES

• Point of contact for sales office

• Coordinator and poing of contact for  leisure group blocks as assigned

• Coordinate with Front Office(s) on daily showrooms and communicate the information to all sales and catering managers

• Assign group leads from all lead channels to the appropriate sales/catering managers.  Ensure that all leads are entered into to on-property Sales & Catering Software application

• Print and distribute group pick up and group cut off reports on a weekly basis for all assigned hotels

• Load all new groups and build booking links for all assigned hotels
• Conduct quarterly audits from Sales Systems and PMS systems to ensure accuracy
• Make reservations for BT managers and input rooming lists for group sales managers
• Pull rooming lists for groups and managers upon request
• Actualize room blocks, catering & banquet functions in the sales system after the group’s departure for assigned hotel
• Schedule all in-house events and create BEOs (i.e. Town Hall Meetings, department meetings, etc.)
• Input meeting planner points for all groups and any project or special corporate travel promotions for assigned hotel
• Manage HRI SCORE Program and Brand Referral Program for the assigned hotel (ie. process commission, pickup reports)
• Manage group commission by verifying and process payment once approved by DOSM/DORM via in house or fastpay
• Run daily reports (transaction/ activities/ group in-house reader boards / SALT).  Run weekly reports (BEO/resume/daily events) for all assigned hotels
• Management and upkeep of the Master BEO binder for assigned hotel
• Print off the events report and write the groups in house for the next day, then hand deliver to housekeeping, valet, restaurant bar and front desk before daily stand up meeting for assigned hotel
• Personalize gift certificates, keep paper record in a binder and excel spreadsheet on the J-drive of certificate information, for trade outs, recovery, donations, and gifts certificates purchased by individuals
• Assist/Create group resumes for each Sales Manager at least 10 days prior to group arrival and ensure distribution to essential personnel for all assigned hotels
• Create the coversheet for the resume packet for the following week and send out to the sales and catering department.  Create the resume packets for the resume meeting and scan a copy to the J-drive
• Conduct a brief weekly meeting with Directors of Front Office to review all groups arriving within the next 10 day period
• Fill out amenities forms and amenity cards for groups and weddings and ensure delivery information is communicated to appropriate departments
• Send out packages through FedEx for managers and groups in-house
• Create personalized menus for groups and private dinners in the restaurant, directional signage for incoming groups and to place around hotel, table numbers, name tents, buffet cards, etc.
• Create breakfast and drink vouchers for Groups, Weddings, Groupon, Living Social, Sports Package, BT, Elite Member Appetizer, etc.
• Order collateral for assembling sales kits, sales promotions, amenity cards, enveolpes.  Order business cards for all supervisors and managers in the hotel and restaurant.  Order supplies through Birchstreet and maintain organization of the supply closet
• Handle putting together sales kits or other hotel material like flyers or signs for all assigned hotels
• Create file folders for all the contracts in sales/catering department, and file past groups in the locked file cabinet
• Process all checks that are received for deposits
• Attends property Staff meetings, and other property specific meetings as requested by the Complex General Manager
• Other duties as assigned

HRI is proud to be an Equal Opportunity Employer and provides fair and equal employment opportunity to all employees and applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status prohibited under Federal, State, or local laws. All employment decisions are based on valid job‐related requirements.