Sales & Catering Coordinator

Full-Time

Position Objective

Support the Sales & Catering team by providing administrative support, act as a liaison with both internal and external clients and oversee the day-to-day operational responsibilities within the Sales & Catering department.  Work in tandem with Sales & Catering Managers to increase productivity and exceed established revenue goals.

Essential Job Functions

• Perform administrative tasks such as generating correspondence, contracts, proposals and reports. Insure all proposals, contracts, and client communication has been proofread and free of mistakes before forwarding documents to Sales & Catering Managers for final approval as well as completing RFP responses to clients accurately and in a timely manner.
• Maintain various filing systems, including vendor information, where necessary.  Maintain an organized and efficient office space.  Insure all office equipment is operational.  Assist in creating a professional, positive, and welcoming office environment.
• Act as a liaison between clients and Sales Managers.   Qualify inbound phone calls and direct customers to the appropriate Sales & Catering Manager.  Distribute incoming leads within one hour of receipt.  Communicate pertinent information in a timely manner – ideally within two hours but definitely by the end of the business day. Communicate as soon as possible any anticipated delays in getting information to either the client or the Sales & Catering Manager.  
• Assist with coordination of site visits including updating client agendas, confirming site inspection guestrooms are set up and ready for viewing, coordinate arrival amenities, manage transportation arrangements, making meal reservations, and insuring welcome information is listed on electronic reader boards.
• Utilize iVvy Sales & Catering and SMS to block function space, rooms, and reserve tee times based on contract/client specifications using rates provided by the Sales Managers.  Ability to effectively manage existing and create new accounts in iVvy.  Utilize Outlook to schedule meetings, set up email distribution lists, set up contacts, and help Sales & Catering Managers keep up with scheduled events.   Utilize technology to assist Sales & Catering Managers in prospecting and solicitation goals.   Includes, but is not limited to, web navigation and research, accessing historical records, navigating the internal p-drive to search for information, knowing how to download multimedia data such as videos.
• Maintain client files and audit each file before closing to insure that all pertinent documentation is included.  Information such as contact information for future solicitation, confirmation that final spending is accounted for, and contracts should be in the file.

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the Sales & Catering Manager based upon the particular requirements of the resort:

• Provide on-site customer and operational support, as necessary 
• Order and maintain office supplies
• Detail BEOs and process payment of advance deposits
• Travel to various operating departments within the resort
• Other duties as assigned

Education/Experience

• High School diploma or general education degree (GED) is required, Bachelor’s degree (B.A. or B.S.) preferred 
• Must possess at least one year of hotel sales coordinator experience, luxury resort experience preferred

Requirements

• Must be able to speak, read, write and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Must be proficient in Microsoft Office Suite to include Word, PowerPoint, Excel and Outlook.
• Must be proficient in iVvy Sales & Catering as well as Social Tables, Cvent, The Knot and WeddingWire 
• Must be proficient in SMS including ability to reserve tee times.
• Must possess basic computational ability.  
• Ability to accurately type at least 50 words per minute.

May be required to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; to deal with problems involving several concrete variables in standardized situations.

Physical Demands

• Most work tasks are performed indoors.   Temperature is moderate and controlled by hotel environmental systems.
• Must be able to sit at a desk for up to 8 hours per day.  Walking and standing are occasionally required.  Length of time of these tasks may vary from day to day and task to task. 
• Must be able to bend, stoop, squat and stretch to fulfill cleaning and filing tasks.
• Must be able to exert well-paced ability in limited space.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, listening and hearing ability and visual acuity.

• Talking and hearing occur continuously in the process of communicating with guests, supervisors and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.
• Must have finger dexterity to be able to operate office equipment such as computers, printers, 10-key adding machine, electric typewriter, multi-line touch tone phone, filing cabinets, FAX machines, photocopiers, dolly and other office equipment as needed.  

Work Environment

• Must be able to work effectively in a stressful environment, communicate with others, effectively deal with customers and accept constructive criticism from supervisors.
• Must be able to change activity frequently and cope with interruptions.