What are the responsibilities and job description for the Sales & Events Coordinator position at The Red Lion Inn?
Job Purpose:
The Sales & Events Coordinator is the primary support for the Sales & Catering team at the Red Lion Inn. Primary functions include distribution of contracts and other supporting materials after group business has been booked, billing of groups, and fielding in-coming calls & emails when the directors are in need of assistance or away offering basic group sales information. The Coordinator acts as a representative from the Sales & Catering team both on and off property and supervises group events in conjunction with the Banquet Manager. They also serve as a liaison between the client and operating departments to help ensure a successful meeting/event and to generate repeat business. Will be prepared to help out as needed in undefined roles.
Sales Administration Job Responsibilities:
The Sales & Events Coordinator is the primary support for the Sales & Catering team at the Red Lion Inn. Primary functions include distribution of contracts and other supporting materials after group business has been booked, billing of groups, and fielding in-coming calls & emails when the directors are in need of assistance or away offering basic group sales information. The Coordinator acts as a representative from the Sales & Catering team both on and off property and supervises group events in conjunction with the Banquet Manager. They also serve as a liaison between the client and operating departments to help ensure a successful meeting/event and to generate repeat business. Will be prepared to help out as needed in undefined roles.
Sales Administration Job Responsibilities:
- Maintain guests’ databases and update guests contact information across all systems.
- Input rooming lists.
- Keep food and beverage group menus up to date.
- Performing administrative tasks such as billing, scanning documents, and typing correspondence.
- Maintain open communication with the Director of Sales, Director of Catering Sales, Banquet Manager and Food and Beverage Director in order to maximize F&B sales and facilitate functions.
- Assist in the distribution of internal communications daily, including, but not limited to, weekly and monthly sales reports, 90-day reports, kitchen reports.
- Assist in managing Open Table weekly and/or daily with new/cancelled group reservations.
- Assist in managing and updating event bookings in Delphi.
- Maintain strong ongoing relationships with historical, existing and new accounts.
- Communicating with customers via phone, email or Teams/Zoom to answer questions about products or services.
- Assist DOS with promotional events, sales blitzes and prospecting.
- Assist DOS and DCS with making arrangements for visiting clients, prospects and VIP guests.
- Assist in arranging and conducting planned and unannounced site visits for potential clients.
- Assist traveling DOS and DSC with needs that may arise while on the road, i.e. checking availability and history, looking up contact information, keeping up with leads, making special arrangements.
- Aid in booking of group events as needed by the sales team.
- Maintain a working knowledge of lodging and meeting room configuration and types.
- Send out follow-up letters, on behalf of the Sales Manager and DOS after events.
- Comply at all times with Red Lion Inn standards and regulations to encourage safe and efficient operations.
- Maintain a warm and friendly demeanor at all times.
- Respond to guest requests and complaints in a timely manner.
- Embrace the Red Lion Inn/Main Street Hospitality Core Values of Kindness, Embrace Change, Invest in Community, Responsibility and Integrity.
- Attend all required meetings.
- Communicate and work with various other departments to get certain tasks and goals accomplished.
- Be a team player.
- Attend and confer with restaurant managers at banquet event order meetings. Move into role of running BEO meeting.
- Review daily change logs and update and distribute BEOs and staff accordingly.
- Coordinate between sales and operations staff.
- Supervise banquet staff scheduled for each function in conjunction with the Banquet Manager
- Ensure consistent presence of banquet staff in all functions in conjunction with Banquet Manager
- Responsible for the timely set-up of all banquet functions in conjunction with the Banquet Manager
- Ensure timely replenishment of buffet in all banquet functions in conjunction with the Banquet Manager
- Accurately bill functions.
- High school diploma or GED.
- An Associate’s or Bachelor’s degree in business administration or similar preferred.
- Previous experience in sales administration, or similar roles.
- Exceptional interpersonal and customer service skills.
- Advanced knowledge of administrative record keeping.
- Familiarity with sales reports and sales records.
- Proficiency with spreadsheet software and Delphi preferred.
- Excellent written and verbal communication skills.
- TIPS, ServSafe, and Allergen certified (or capable of becoming certified).
