Sales Coordinator

Jacksonville Embassy Suites is currently seeking a Sales & Catering Coordinator to join our growing team!

The Sales & Catering Coordinator is responsible for administrative and secretarial support and client service coordination for the Catering, Sales and Marketing Departments.

Essential Duties :

1. Maintains accurate sales files, production reports and trace system.

2. Maintains current information regarding hotel services, marketing programs, etc.

3. Provides administrative assistance to sales and catering teams.

4. Produces departmental reporting and provides a lead catcher and log for department(s).

5. Anticipates guest requests and responds to complaints within hotel policy and service recovery procedures

6. Handles small meetings with very limited F&B requirements.

Job Duties and Responsibilities :

• Is knowledgeable and follows through on all policies including Trademark usage, comp rooms, meal guarantees, public space policy, presentation procedures, etc.
• Ensures that appropriate inventory levels of collateral materials and promotional supplies are maintained through effective monitoring and ordering.
• Ensures weekly S.O.P.'s are being completed
• Handles incoming phone calls for department.
• Handles walk-in clients and introduces to appropriate Department Manager.
• Prepares group turnover and distribution.
• Handles appropriate distribution of all LNR / KNR.
• Assists with electronic communication, social media, email database, community relations, review of web sites for accurate information, etc.
• Maintains professionalism with regard to written correspondence (traditional and electronic) and telephone etiquette.
• Knowledgeable of local area including special attractions, competing hotel facilities, restaurants, food and beverage facilities including catering menus, pricing, set-ups, food costs, equipment, etc. Vesta Hospitality, LLC - Effective November 2022 2
• Knowledgeable of hotel facilities including guest room and function room size and occupancy limits, sound and light systems, air conditioning, media facilities, power, etc.
• Understands hotel pricing and rate improvement strategies.
• Assists with communication with competitive hotels, Convention and Visitor Bureau and Chamber of Commerce.
• Maintains supplies for department(s).
• Works collaboratively in a team environment with a spirit of cooperation.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Respectfully takes direction from supervisor.
• Complies with all safety policies, practices and procedures and reports all unsafe activities to supervisor.
• Participates in proactive team efforts to achieve hotel and company goals.
• Provides leadership to others through example and sharing of knowledge and skills.
• Perform other duties as assigned.

QUALIFICATIONS :

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND / OR EXPERIENCE :

High school diploma or general education degree (GED); or two years related experience and / or training; or equivalent combination of education and experience.

Language Skills :

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills :

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Computer Skills :

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, create presentations, download forms, and preserve / backup important data.

Reasoning Ability :

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

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS :

The physical demands described here are representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and position requirements.

The associate must frequently lift and / or move up to 5 pounds and occasionally lift and / or move up to 25 pounds. While performing the duties of this job, the associate is regularly required to sit, operate a computer and look at a monitor, talk, hear and see; reach with hands and arms; use hands to finger. The associate is occasionally required to walk, climb or balance, stoop, kneel, crouch, or crawl. The associates must be able to read, see (close, distance and peripheral vision), adjust focus and apply depth and perception vision.

The work environment described here is representative of those an associate encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and position requirements.

While performing the duties of this job, the associate is regularly exposed to work near moving mechanical parts, fumes or airborne particles. The associates is occasionally exposed to outdoor weather conditions. In rare occasions, the associate is required to work in high, precarious places. The noise level in the work environment is usually moderate.

EEO Statement :

We are an equal opportunity employer and prohibit discrimination / harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.