What are the responsibilities and job description for the Event & Group Sales Coordinator position at Hotel Joaquin?
SUMMARY: Oversee and execute the overall account strategy for assigned accounts to generate and maximize business for events and groups. Sell and negotiate business and revenue for Joaquin. Manage and coordinate catering and service activities, services, and client specifications to deliver smooth execution of weddings, executive meetings, corporate buyouts and other group functions leading up to event. Provide accurate group revenue and expense forecasts according to established guidelines. Communicate client specifications to appropriate operational departments leading up to event and group booking.
QUALIFICATIONS: To perform this job successfully, the Event & Group Sales Coordinator position must be able to perform each essential duty and responsibility in a safe and satisfactory manner, must be punctual and have a good attendance record and have reliable means of transportation to work. 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.
ESSENTIAL DUTIES & RESPONSIBILITIES:
• Actively solicit new business opportunities through prospecting Hotel Joaquin weddings, corporate and social events, photoshoots and event bookings.
• Manage all inbound leads from direct event email, salesforce, and phone.
• Actively participate in industry related organizations, while attending wedding shows, community events and industry meetings to develop business relationships.
• Schedule and host site tour appointments for potential social events, weddings, rehearsals, and receptions.
• Sell, produce, and track all events in group ledger, sales force, and commission tracker.
• Prepare correspondence with customers, internal booking reports and client data to Sales Director or Director of Revenue.
• Work with F&B manager/GM on BEO for events.
• Manage groups bookings, deposits, and contracted fees in PMS.
• Provide feedback and periodic reports to management prior to event.
• Meet Sales goals established by Director of Revenue
• Interact with and assess guests’ unique needs to provide customized, effective purchase and return solutions and support.
• Ensure that attention to detail is accurately maintained with each guest reservation and all guest requirements or issues are clearly stated to ensure effective pass on.
• Ensure guests are aware of all programs and activities available.
• Act as an ambassador for Auric Road collection of petite resorts.
• Be proactive in the provision of excellent customer service to prevent issues or complaints.
• Respond promptly to guest requests for a supervisor or manager and help resolve guest issues or complaints.
• Ensure staff are properly informed to provide consistent quality standards of customer service.
• Ensure good safety practices of employees and guests, assisting in the maintenance of proper emergency and security procedures, including Occupational Health & Safety Act (OSHA), fire and other legal requirements.
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• Interact with the public, customers, employees, community member and government officials with tact and courtesy, fostering positive relationships and maintaining an appropriate level of community public affairs involvement
• Follow Company’s operating controls, SOP’s, policies, procedures, and service standards.
EDUCATION and/or EXPERIENCE:
• Absent extraordinary prior on-the-job experience, the Event & Group Sales Coordinator position requires a High School diploma or general education degree (GED) and preferably either a two-year business degree or a bachelor’s degree in hospitality management, business administration or a related field (or equivalent combination of education and experience).
• Event Coordination and/or Management (Corporate &/or Weddings): 1 year preferred.
• The ability to work in a high-volume and fast-paced environment as well as being a true hospitality professional is essential.
• Must be able to listen effectively, assess the situation, determine relevant issues, identify solutions, and gain confidence of client.
• Sales skills and ability to build productive business relationships.
• Proposal writing is required, must communicate effectively in written form and/or email.
• Ability to manage multiple projects independently.
SKILLS/CORE CAPABILITIES:
• Excellent interpersonal and communication skills, including the ability to present information.
• Ability to read and interpret documents in English such as safety rules, operating and maintenance instructions, and procedure manuals, newspapers, periodicals, journals, and manuals.
• Ability to write routine reports, correspondence, business letters, summaries, and reports in English using prescribed format, and conforming to all rules of punctuation, grammar, diction, and style.
• Ability to speak effectively in English before groups such as customers or employees.
• Proficient in all Company-issued software programs implemented at the hotel, including but not limited to the following: Office 365, Microsoft Word, Microsoft Excel, Yield Management Systems programs, Property Management System (PMS) programs, Company-issued internet browser programs and Company-issued electronic mail programs.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Mathematical skills to interpret financial information and prepare budgets.
• Ability to read and interpret business records and statistical reports.
• Ability to make business decisions based on production reports and similar facts, personal experience, and opinions, and in the best interest of the Company.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds. The employee must be able to see differences in widths and lengths of lines such as those on graphs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
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The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to work effectively in a stressful environment, communicate well with others, effectively deal with guests, and accept constructive criticism from supervisors.
• Must be able to change activity frequently and cope with interruptions.
• Must be able to work when needed which may include nights, weekends, and holidays.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time or without notice.