Sales & Catering Coordinator

Full-Time

Hotel Valencia Riverwalk is located in downtown San Antonio, TX and is a pillar of the community.  Our hotel is unique to the city, and we are looking for outstanding talent to provide exceptional customer service to our guests.  We are part of Valencia Hotel Group, our collection of hotels are created for today’s passionate traveler, each of our hotels are intentionally built to showcase modern design and classic character. We are looking for team members who are ready to be empowered to go above and beyond.

Job summary:Assist the Sales and Catering team to achieve customer satisfaction goals

Shift requirements:  Monday-Friday 8:30am-5:00pm with occasional nights and weekends for special events.

Responsibilities

• Answer phones and gather lead information in a friendly manner
• Check sales department voicemail and respond to general inquiries
• Distribute sales inquiries throughout the day
• Attend daily/weekly sales team meetings 
• Take meeting notes when necessary and distribute to the team
• Manage new definite group bookings, build new group blocks & create booking links
• Send completed rooming lists & pick-up numbers to group contacts when needed
• Work closely with Sales and Catering Managers to ensure groups are properly turned over, billing is correctly set-up and routed to the appropriate source
• Set-up and service small meetings
• Communicate and send reminders for upcoming cut-off dates to group contacts
• Block new meeting space and create banquet event orders (BEO)
• Pull Updated Guest Room Control Log (GRC) report weekly and distribute to team
• Manage BEO’s daily: Log/file, Route billing, email to appropriate departments and Managers 
• Handle the billing process for groups and events: routing, posting and receiving 
• Track group commissions and rebates, send to accounting for payment
• Enter data into hotel’s operation systems
• Filling past bookings and old sales files
• Select site inspections
• Help write welcome notes, complete amenities form, and deliver group sales gifts 
• Input rooming list into reservation system
• Ensure daily reservation pick-up is correct in the sales system and update when needed
• Make reservations for VIP’s and top accounts
• Assist in rewarding points to guests, planners etc.
• Answer questions and concerns; follow through either to resolution or refer to the appropriate manager. 
•  Create & Send group resumes and reporting weekly
• Order supplies, sales and catering promotional items, and keep inventory of all items
• Notifies various department heads of arrangements made to ensure high level of service and guest satisfaction. Manage time effectively, maximize sales time, focus on priorities, and complete assigned reports and projects in a timely manner.
• Assist in various daily or weekly report pulling
• Complete tasks assigned by direct managers/supervisors

Qualifications:

• Previous sales/ hospitality/administrative experience preferred
• Food and Beverage knowledge
• Detail oriented and highly organized
• Able to meet specific deadlines
• Communicates clearly and effectively with others both verbal and written
• Works productively with a team
• Contributes to team results
• High school or equivalent education required
• Ability to follow safety guidelines
• The ability to act independently with minimal or no supervision 
• Ability to work and thrive in a fast-paced environment 
• TABC and Food Handler’s Certification

BENEFITS:

• Medical, Dental, Life insurance
• Paid Time Off 
• Paid Community Service Days
• Click here to learn more

Valencia Hotel Group (and all its affiliates) is an Equal Opportunity Employer

Valencia Hotel Group provides equal employment opportunities to all persons. The company does not discriminate because of race, color, religion, sex, national origin, disability or ancestry in recruiting, hiring, placement, promotion or any other condition of employment and actively seeks a diverse and representative work force.

Valencia Hotel Group has been named in Newsweek’s list of America’s Greatest Workplaces in these categories:

America’s Greatest Workplaces for Women 2024

America’s Greatest Workplaces for Job Starters 2024