What are the responsibilities and job description for the Rooms Coordinator -SHS and Element Colorado Springs, CO. position at Hotel Equities?
Hotel Equities, one of the top hotel development and management companies in the industry, is currently searching for a remarkable Rooms Coordinator for the Springhill Suites and Element Colorado Springs, Colorado.
Position Title: Rooms Coordinator
Accountable To: Sales Director, Sales Manager, General Manager
FLSA: Non-Exempt Essential Functions of Position
Provide support to the sales team in executing contracts, proposals, and correspondence
Assist with sales efforts in soliciting new business and in selling guestrooms, meeting space
Conduct site tours
Assist as needed with hotel and sales-related Manager functions, parties and blitzes
Oversee and create social networking sites
Prepare and send out direct mail projects, sales packets and collateral
Provide assistance to the Director and/or Manger of Sales and Marketing
Effectively communicate and coordinate the guest’s request with other departments
Answer and Respond to incoming telephone calls
Oversee office equipment maintenance
Responsible for managing all meeting room reservations and coordinating details with other departments including group agreements and set-up of meeting room.
Coordinate and ensure the delivery of requested equipment and/or food for meeting rooms and special events
Type Banquet Event Orders (BEO’s), route event orders to proper departments
Maintain the filing system
Maintain the trace System
Set up new files as needed
Maintain weekly Reader file
Responsible for spelling accuracy and professional appearance of correspondence
Inventory and maintain office supplies
Produce weekly productivity reports for sales meetings
May be asked to take accurate minutes of all sales meetings
Perform site inspections when no sales manager is available
Provide assistance to group leaders when necessary
Responsible for timely completion of monthly group status report
Perform other duties as assigned
Take every opportunity to amaze the guests
Ensures all guests are being treated in an efficient and courteous manner and that all Company standards are being applied Supportive Functions
Teamwork Skills
o Be an enthusiastic, helpful and positive member of the team
o Be professional, responsible and mature in conduct and behavior
o Be understanding of, encouraging to and friendly with all co-workers
o Be self-motivated and use time wisely
o Maintain open line of communications with each department
o Communicate pertinent information
o Respond positively to new ideas
o Openly accept critical/developmental feedback
o Maintain effective communication through the use of meetings, log books and bulletins
o Be available to help other departments in emergency situations
o Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the associate handbook
Safety and Security Skills
o Be knowledgeable of policies regarding emergency procedures and security concerns
o Ensure protection of guests’ room numbers Education and Experience
College/associates degree strongly preferred
Minimum of one year secretarial, preferably in a hotel environment
Previous experience in the hospitality industry is required.
Previous sales experience preferred
Knowledge of Hotel Sales Pro is preferred Specific Job Knowledge, Skills and Abilities
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:
Proficient in Microsoft Word, Excel and PowerPoint
Available to meet Guests and assist with welcome/check-in which may include week-ends
Basic administrative knowledge such as business letters and telephone etiquette
Extremely well organized and detail oriented.
Ability to read, write and speak English, with excellent grammar and communication skills (written and verbal)
Positive interaction with colleagues and guests.
Excellent customer service skills are required.
Self-motivated and ability to work with minimal supervision Physical Requirements
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 required the rest of the working day. Length of time of these tasks may vary from day to day and task to task
Must be able to exert well-paced ability to reach other departments of the hotel on a timely basis
Must be able to lift up to 15 lbs occasionally
Requires grasping, writing, standing, vending, repetitive motions, climbing, listening and hearing ability and visual acuity
Talking and hearing occur continuously in the process of communicating with guests, supervisors and subordinates
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 including computers, fax machines, copiers, printers and calculators. Must be able to type 50 wpm. Other Job Requirements
All associates must maintain a neat, clean and well-groomed appearance per Company Standards.
Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment.
Due to the cyclical nature of the hospitality industry, associates may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings are required.
Upon employment, all associates are required to fully comply with the Company’s rules and regulations for the safe and effective operation of the hotel facilities. Associates who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.