Event Coordinator

Job Summary Support the Director of Sales, Sales Managers, and Catering Manager in achieving customer satisfaction by handling clerical and administrative tasks related to guest and hotel communications through the sales team. Additionally, assist with light sales responsibilities for small groups and functions, as directed by the Director of Sales.
Additional Responsibilities

• Maintain a high standard of personal appearance and grooming in accordance with Bentley Legacy’s dress code.
• Adhere to Bentley Legacy’s standards and regulations to promote safe and efficient hotel operations.
• Keep Sales files organized and comply with established standards.
• Maintain the Accounts Coverage Program, if applicable.
• Demonstrate awareness of departmental goals and contribute to the sales process to achieve or exceed these goals.
• Answer incoming inquiry calls, qualify the calls, and ensure all inquiries are handled accurately, promptly, and professionally.
• Type sales contracts, BEOs, reports, correspondence, and other necessary documents for the sales team.
• Maintain lead logs and sales statistics to support strategic outbound sales efforts.
• Ensure the sales system (Delphi) is maintained and operating correctly.
• Assist managers with creative projects such as proposals, invitations, direct mail, and special events.
• Maintain a timely and effective paper flow, ensuring communication within the department and with other departments.
• Ensure sales contracts and related documents are properly distributed to clients, team members, and relevant department heads.
• Provide pricing for meeting inquiries and collaborate with Sales leadership for events involving fewer than 10 rooms or 10 people.
• Work with Sales leadership to plan upcoming functions, confirm details, guarantees, and arrangements.
• Distribute BEOs, rooming lists, signed contracts, and revisions to appropriate departments.
• Assist guests and clients with small changes and requests, completing necessary paperwork for managers.
• Conduct site inspections as needed.
• Enter group pickup data into Delphi daily and record preferred production monthly.
• Maintain and distribute thank-you letters for groups and functions, and ensure files are updated.
• Monitor and order office supplies, sales collateral, and promotional materials to keep stock levels sufficient.
• Contact clients for guaranteed numbers for functions 72 hours in advance, and handle house accounts and AV orders.
• Organize in-house deliveries, amenities, welcome letters, and transportation schedules as needed.
• Attend Sales meetings, take minutes, and distribute them accordingly.
• Perform other duties related to the Sales and Marketing efforts of the hotel, as well as other tasks requested by the management team.
• Be familiar with all Bentley Legacy sales policies and house rules.
• Ensure Associates are always attentive, friendly, helpful, and courteous to guests, managers, and fellow Associates.

Education & Experience

• A High School diploma or equivalent is required; college coursework in a related field is preferred. Experience in a hotel or similar industry is also desirable.
• Typing speed of 55 words per minute is required.
• Proficiency in Microsoft Operating Systems is required.
• Strong communication skills are essential to clearly convey information and ideas.
• Ability to quickly and accurately evaluate and select from alternative courses of action.
• Must perform well under stress and in high-pressure situations while maintaining composure and objectivity.
• Must be effective at identifying, preventing, and solving problems in the workplace.
• Ability to absorb complex information from various sources, adjust it as needed to meet specific requirements.
• Strong listening and problem-solving skills for addressing concerns from coworkers and guests.
• Ability to understand and work with financial data and perform basic arithmetic functions.