Sales & Event Coordinator

SUMMARY

Sales & Events coordinator is responsible for supporting associate director of sales, sales manager & cultural programmer with all aspects of the job including, but not limited to: Contracts, proposals, Resumes, BEOs, Daily Events Report, Intro/Thank You letters, consumption. Sales & Events Coordinator will distribute group/ event information, memos and materials to all related departments, and communicates any changes and/or additions to related departments. Maintains and updates contracts/proposals and related paperwork until conclusion of function.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Complete all contracts once the information is received from DOS and Cultural Programmer and Event Manager.

Obtain all rooming lists, monitor rooming list cut off dates, manage all room blocks, get all menu details, meeting room setups, refreshment break needs, postings, and any other additional needs of the client to ensure a successful event at the property for DOS and Sales Manager

Prepare and distribute BEO’s and resumes as required to all department heads (please refer to group turnover for more details)

Act as a liaison between the sales and operations department of the hotel to ensure a successful event for the clients and all of the client’s needs are met and communicated accurately and efficiently to all departments of the hotel.

Compiles all banquet checks for each group while at the hotel.

Coordinates all audiovisual requirements of the client and ensures that proper equipment is ordered.

Participate in weekly sales meetings and operations meetings to communicate the upcoming group’s needs.

With DOS reconcile the sales check book at the end of each month with the P&L.

Assist DOS and Sales manager with preparation of materials and client giveaways for sales trips.

Attend pre con and work with client onsite to go over BEO’s and changes to the program agenda

Order all office supplies each month for sales office and update check book.

Input all activities into Delphi including but not limited to: preparation of proposals, contracts, letters, group bookings, activities, and site inspections.

Coordinate  ‘artist packets’ with drink tickets, wristbands, etc. for artists from  Accounting to Front Desk (see SOP for Processing Payment for Artists)

Provide support to the DOS on all communication and sales projects (CSR’s and DMR’s)

Coordinate with Cultural Programmer all online marketing including site updates for ACEPS with DOS and with the Atelier (see SOP for Atelier Ace Digital Marketing Request Form and CSR)

Support DOS and Sales Manager while they are out of the office on sales calls.

Receive incoming inquires and qualify the business before forwarding to the DOS and Sales Manager.

Assist with PR efforts with coordination and forwarding requests to Atelier (press)

Assist in ordering/maintaining collateral and promotional material.

Coordinating ordering and stock tracking of Sales and Marketing Materials & press kits (keep a PAR)

Conduct Site Inspections as needed.

To be proactive in all aspects of job requirements.

Liaise between all revenue outlets of the hotel and Atelier (coordinating copy, images, agreements, art, deadlines)

Document drafting and editing

Provide needed materials (logos, images, descriptions) to select affiliates

Produce and coordinate purchase order, check requests for all expenses relevant to sales/marketing and updating the sales checkbook daily.

Communicate all cultural elements to Managers and front desk staff, including all event details

Work with Cultural Programmer to administer contracts of all entertainment and artists, communicate details to F&B department for production including F&B credits.

Books all rooms for artists, communicates Agreed upon payments and coordinates checks

Assist in the coordination and execution of Cultural events. Includes preparation of BEO’s, resumes, etc

Maintain a current calendar of cultural events and communicate this calendar weekly to DOS, GM, and Atelier

Draft and finalize artist agreements under the direction of the Atelier

Communicates Equipment needs of all artists to F&B department for weekly and special events

Knowledge of use of the listed software/programs and ability to adapt to a unique art culture within the hospitality industry: Opera, Delphi, Word, Excel, Outlook, PowerPoint; Adobe Suite Photoshop, Acrobat 7.0.

To be proactive in all aspects of job requirements.

Ability to multi-task, high level of organization, complete tasks in timely manner, adhere to deadlines, and source reports.

Prepare weekly, monthly, and quarterly reports for sales department as requested. 

Professionally maintain all department files, reports and misc. correspondence.

Provide additional assistance to staff and customers as needed.

Any other task written or verbal, that is assigned by a supervisor or management

 

You may be required to perform the following duties from time to time:

Greet all clients as they arrive at the hotel to ensure that they have all required items

Communicate all cultural elements to managers and front office staff, including all event details

Maintain a current calendar of cultural events and communicate this calendar weekly to DOS, GM and Atelier

Conduct walk through of event space with client 30 minutes prior to event

Greet all clients as they arrive at the hotel to ensure that they have all required items.

 

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to satisfactorily communicate to management and co-workers to their understanding.

Strong communication skills.

Prioritize, organize and delegate work assignments and special projects

Ability to work in fast paced environment and perform under pressure in a timely and positive manor.

Ability to liaison and represent the hotel in positive manor.

 

EDUCATION and/or EXPERIENCE

Combination of education equivalent to graduation from high school or any other combination of education, training and experience that provides the required knowledge, skills and abilities. Microsoft office and Excel in-depth knowledge required. Delphi software preferred.

 

LANGUAGE AND MATHEMATICAL SKILLS

Ability to understand guests’ service needs and requests.

Ability to acknowledge the guests’ request with a polite answer.

Must be able to satisfactorily communicate English with guests, management, and other associates to their understanding. 

Additional foreign language preferred.

Ability to compute basic mathematical calculations.

 

REASONING ABILITY

Demonstrate the ability to anticipate and solve practical problems or resolve issues.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

Ability to deal with problems involving operational issues maintaining a positive attitude.

Ability to compute basic mathematical calculations.

Ability to handle competing priorities.

 

CERTIFICATES, LICENSES, REGISTRATIONS

College and computer training preferred.

 

PHYSICAL DEMANDS/ WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The associate is required to walk stand, bend at the waist and sit at a desk reach with arms.

Uses legs and a straight body alignment to lift, carry items, weighing from 5 lbs. up to 50 lbs as needed basis. The performance of this position may occasionally require exposure to the operation areas where under certain circumstances require the use of personal protective equipment such as closed-toed, slip resistant shoes.  Primary environment: ambient room temperatures, lighting and traditional office equipment as found in an typical office env