Group Rooms Coordinator

Description

PURPOSE OF POSITION:
Primary purpose is to book short-term business through effective solicitation and cultivation of new accounts, by maintaining relationships with existing accounts and by successfully resurrecting past accounts.

ESSENTIAL FUNCTIONS:
1. Account prospecting, solicitation, and development via telephone, personal contact, outside calls, correspondence, email and other means of communication.
2. Conduct hotel site inspections, entertain both in house and off property, and maintain thorough follow up methods. Represent hotel at trade shows, civic/business functions, industry-related associations, and other events to promote the hotel and/or the city.
3. Handle account details and coordinate final arrangements with Events and Operational departments.
4. Attend meetings including, but not limited to, pre-convention, business review, departmental and any other meetings deemed necessary to your position.
5. Prepare and present proposals and contracts both written and verbal in a prompt, accurate, profitable, pleasant and professional manner.
6. Assist with booking and detailing of internal meetings and/or events.
7. Submission of EOs, reports, proposals, contracts, and correspondence within allotted deadlines.
8. Communicate all special needs and changes to the staff responsible for ensuring completion of requirements.
9. Know the function space and how it works in detail along with appropriate set ups and turn times.
10. Ensure guest satisfaction by follow up after event with thank you letter and comment card effectively and accurately communicate over the phone and take correct messages.
11. Follow all Marcus Hotels and Resorts policies and procedures, Marriott Standards, and Information Protection procedures.
12. Perform all other related duties and special projects as requested and/or assigned.

POSITION REQUIREMENTS:
1. High school diploma or equivalent required, Four-year college degree preferred, however, any combination of education and training within hotel sales and/or event planning may also be considered.
2. Basic mathematical skills that allow for calculation of room blocks, function costs and estimated checks.
3. Flexibility to work varying schedules to reflect the business needs of the hotel and oversight of events.
4. Ability to effectively handle guest and employee concerns in a friendly and positive manner. This involves listening to the nature of concern, demonstrating empathy with the customer and providing positive and proactive solutions.
5. Excellent interpersonal, listening and communication skills to include the ability to read, write, speak, and understand the English Language.
6. Ability to sit, stand and move throughout to perform essential job functions.
7. High degree of accuracy and detail orientation.
8. Promptly respond to requests for information on hotel facilities and menus.

POSITION REQUIREMENTS (continued):
9. Conduct tours of the hotel to include ballrooms, meeting space, guest rooms, food and beverage outlets and public space and meet with clients as needed.
10. Hearing and visual ability to observe and detect signs of emergency situations.
11. Ability to access and accurately input information.
12. Thorough knowledge of Microsoft Word and Excel is required, knowledge of Marriott systems including CI/TY is preferred.
13. Must have excellent telephone etiquette skills.
14. Must be able to represent the company in a professional, well-groomed and courteous manner.
15. Strong knowledge of market segments is preferred, willingness to learn market segments is required.
16. Excellent analytical skills.
17. Mathematical skills that allow for calculation of room blocks, average rates, budgets, and forecast information.
18. Ability to travel. Reliable transportation required for outside sales calls.
19. Flexibility to work varying schedules to reflect the business needs of the hotel.
20. Ability to meet departmental/hotel financial and sales objectives.
21. Ability to travel. Reliable transportation required for outside sales calls.