Area coordinator

ESSENTIAL FUNCTIONS

• Coordinate group room blocks
• Manage all pre-arrival and post departure tasks
• Conduct hotel site tours for walk-in guests if Sales Manager is not on property
• Manage group files and turnover checklist for opportunities booked by Sales Manager
• Assist with administrative tasks
• Provide the highest quality of service to the customer always, set example for immediate and hotel wide staff.
• Take inquiries and walk-ins that come into the hotel for group and / or meeting room business in the absence of the Sales Manager.
• Ability to analyze business to make profitable decision for the hotel whether it fits, quote rates and quote room rentals.
• Preparation and distribution of all outgoing correspondence pertaining to your property from the Sales Manager / Director of Sales i.

e. faxes, proposals, contracts, thank you letters, regret letters, sales kits, comp night certificates

• Responsible for all meeting room events booked by Director of Sales as follows : prepare banquet event orders, send out banquet event orders to clients, greet all meeting room & social event contacts prior to events, advanced payments, direct bill authorizations, credit card authorizations, check in with contact during break times and lunch and after the event.
• Maintain Group rooming lists; enter rooming list, route charges, release blocks after cut-off; watch blocks to determine if blocks need to be increased or decreased when reservation method is individual call-in;

enter final pick up in Brand System

• Preparation and distribution of Group Resumes
• Make all direct bill reservations and apply to direct bill account
• Handle all group special requests Shuttle requests group & individual, amenity form distribution and follow up, reservation cards
• Responsible for sales file maintenance
• Ensure collateral stock is maintained.
• Knowledgeable of Front Desk check-in, check-out, answering phones, transferring calls, making reservations, etc.
• Maintain close relations with the top accounts.
• Monthly visits to clients that have been interacted with regularly to thank for business. Often will be joint calls with Director of Sales
• Assist Director of Sales in planning of property specific sales blitzes and client events.
• Involvement in community activities and hotel programs.
• Clear understanding of all selling strategies set by Revenue Manager to ensure revenue maximization.
• Attend and participate in weekly sales, staff, bi-weekly revenue meetings, monthly regional meetings and other meetings as assigned.
• Attend any brand required training as well as Ascent Hospitality required training.
• Inform General Manager, Director of Sales, and Regional Director of Ops. of potential opportunities / concerns with clients.
• Cross sell opportunities between cluster properties.
• Comply with company policies and procedures.
• Knowledge of occupancy, average rate and RevPar goals

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES :

• Excellent written and verbal communication and interpersonal skills
• Highly responsible, reliable, and ethical
• Well organized and detail-oriented
• Ability to multi-task
• Proficiency in Microsoft Office applications
• At least one year of prior hotel experience

PHYSICAL DEMANDS :

While performing the duties of this job, the employee will be required to sit for long periods of time; using hands and fingers repetitively;

view computer screens for long periods of time; use office equipment, including a telephone; reach with hands and arms; and stoop, kneel or crouch and frequently required to walk, climb stairs, talk and hear.

• May be required to regularly lift and / or move up to 10 pounds, frequently lift and / or move up to 25 pounds, and occasionally lift and / or move up to 50 pounds.
• Must be capable of effectively using close vision, distance vision, and color vision.
• Able to operate in mentally and physically stressful situations

QUALIFICATION STANDARDS :

• Education : High school education or equivalent is required. Some college education is preferred.
• Some experience or training in same or similar field is preferred.
• Must be able to work in team environment

Last updated : 2024-10-30