Sales and Catering Coordinator

Overview We are seeking a dynamic and experienced Sales and Catering Coordinator to provide clerical and administrative support for the Sales/Catering Managers, including, computer input, filing, tracing, answering telephones (for entire office as required), printing reports, maintaining manager files, and departmental records/logs. Will provide clerical and administrative support to other key executives, most notably the Director of Sales. Duties Maintain complete knowledge of and comply with all departmental policies/service procedures/standards. Maintain complete knowledge of correct maintenance and use of equipment. Use equipment only as intended. Anticipate guests’ needs, respond promptly, and acknowledge all guests, however busy and whatever time of day. Maintain positive guest relations at all times. Be familiar with all hotel services/features and local attractions/activities/promotions to respond to guest inquiries accurately. Resolve guest complaints, ensuring guest satisfaction. Access all functions of computer. Set up work station with necessary supplies and resource materials. Complete supplies requisitions and submit to Director of Sales; stock office supplies upon receipt. Answer telephone following brand scripting. Record messages. Answer calls for Sales Manager as requested. Make telephone calls to specified individuals as requested by the Director of Sales. Greet all individuals arriving at sales offices and assist with their needs. Arrange meeting room requirements as requested by the Sales Manager. Maintain accurate trace files and communicate daily traces to Sales Manager. Establish and maintain filing procedures. Reports as assigned and distribute according to Hotel standards. Prepare the Daily Event Sheet from the BEOs and submit to Catering Manager for approval before distribution. Process all changes to BEOs as given by the Catering Manager and Managers on a timely basis. Prepare the Weekly Event Sheet according to procedures and distribute to Catering Manager and Managers for verification of information listed. Type and distribute to specified departments. Prepare monthly Lost Business Report, type, and submit to Catering Director for review before distribution. Produce all Banquet checks one day prior to scheduled functions and distribute to F&B Supervisor. Record all issued checks and ensures security of unused checks. Review daily arrival report and in-house guest list to ensure all corporate guests are coded correctly; rates are entered as negotiated for each account and make any corrections when needed Prepare the daily reader board. Retrieve and distribute departmental mail. Process requests for overnight mail and other delivery/messenger services. Prepare and send faxes; receive and distribute faxes to appropriate personnel. Make photocopies. Type correspondence, memos, proposals, contracts, and reports. Proofread and correct documents, correspondence, memos, proposals, contracts, and reports. Attend designated meetings, take minutes, transcribe, and distribute. Document all guest requests/complaints and communicate such to respective personnel for proper handling. Follow up on guest satisfaction. Forward all guest comment cards to the Sales Manager; prepare response letters. Follow up where required. Complete and distribute amenity request forms; follow up on any changes. Coordinate service repairs for office equipment, ensuring minimal costs. Prepare work orders for maintenance repairs and distribute to Engineering. Monitor completion of work orders submitted. Coordinate travel arrangements, hotel reservations, and car rentals as required for the Sales Manager's business travel needs. Coordinate floral and other vendor amenity requests with authorized suppliers. Maintain confidentiality and security of specified hotel information, correspondence, reports, and files. Assemble Sales kits. Type correspondence, memos, BEOs, Daily Event Sheet, Daily Change Sheet and Qualifications Fluency in English both verbal and non-verbal. Provide legible communication. Ability to: Willing to perform job functions with attention to detail, speed, and accuracy. Ability to prioritize and organize tasks. Ability to think clearly, can remain calm, and solve problems using good judgment and service recovery process. Ability to follow specific directions thoroughly. Desire to understand guests’ service needs. Ability to work cohesively with co-workers as part of a team. Ability to work with minimal supervision. Ability to maintain confidentiality of guest information and pertinent hotel data. Knowledge of brand programs, brand standards and brand key measurements job functions. Ability to work in a fast paced environment. Excellent communication skills. Mature judgment in handling and resolving conflicts. Must possess excellent computational ability. Must be proficient in Microsoft Word and Excel. Maintain confidentiality of guest information and pertinent hotel data. Pay: $13.00 per hour Benefits: 401(k) Dental insurance Employee discount Flexible schedule Health insurance Paid training Vision insurance Work Location: In person