Assistant Sales & Events Manager at The Pearl

Description

Job Summary: The Assistant Sales & Events Manager is responsible for the administrative tasks in the Catering & Sales departments. They assist in the execution of events and functions as needed in both Sales and Catering. Owns from start to finish the internal events for the property. This position demands an independent thinker with high energy and highly developed interpersonal skills. The Assistant Sales and Events Manager represents the resort in its relationships with numerous external constituencies. 

Job Responsibilities:

• Handles requests for information, mail and messages in an efficient and courteous manner.
• Handles the distribution and follow up of VIP customers. Ensures that all arrangements, including upgrades, delivery of amenity and note card, are handled properly, coordinating with other departments through oral and written instruction.
• Conducts hotel site inspections.
• Assist in mailing, emailing out catering & sales information (i.e., proposals, contracts, banquet event orders, thank you letters, and other correspondence) to clients and potential clients.
• Assists in gathering detailed information for events from clients.
• Manage and maintain Opera Sales and Catering operating system.
• Assists Catering & Sales Managers with inputting event details into Opera S&C system.
• Generate and distribute banquet event orders, daily revisions, and other reports to the appropriate internal departments.
• Printing daily reports and compiling weekly, monthly, and annual reports when required
• Ensures that catering collateral is always available at Front Desk and Catering Office
• Organize and respond to in-house and employee meetings.
• Create and produce coupons, flyers and special menus as requested.
• Assist with special events as requested.
• Distributes outgoing and inter-office mail and documentation throughout hotel.
• Assist with the organization of projects and other duties.
• Maintain client files, not limited to creating and closing out events.
• Assist Sales Manager in set-up and execution of all external events.
• Prepares Banquet Event Orders (BEO’s) and Floorplans for events.
• Maintains files on all Internal events including BEO, menu, correspondence, floorplan, billing records, etc. Assist in Sales external events in this regard as well. 
• Assist Sales Manager in compiling and submitting final billing for all groups. 
• Books all in-house meetings for internal departments and committees
• Prepares weekly BEO packets for weekly Ops Meetings and emails the weekly BEO packets (after Managers have approved) to the Ops Team prior to the meeting.
• Organizes all event photos on the Shared drive.
• Creates all confirmed event files (file folders and e-files)
• Organize and expedite flow or work, follow up on pending matters, communicate and interpret instructions, and communicate information to clients and/or staff.
• Complete and/or coordinate activities related to assigned projects; assist in establishing project timelines, action steps, status updates. Follow up, as appropriate, to ensure timely execution to meet established deadlines.
• Works closely with other departments to ensure that complete, concise information goes to both clients and staff members who will be working directly with each wedding or social activity and event.
• Keeps an accurate history file of each event; writes follow-up correspondence.
• Establish and maintain good communications and teamwork with fellow employees and other departments within the hotel.
• Have knowledge of and assist in emergency procedures as required.
• Ensure logging and delivery of packages, mail and messages as needed to guests and meeting rooms.
• Assist other departments when needed to ensure world class service to guests.
• Adhering to all company policies, procedures, and business ethic codes
• Attend meetings as required by management.
• Perform any other duties as requested by management.
• Must be able to convey information and ideas clearly.
• Must maintain composure and objectivity while in stressful, high-pressure situations.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems, as necessary.
• Must have a positive attitude and have a team mindset.
• Ability to assist when needed.
• Ability to work all shifts, including weekends, evenings, and holidays.

Qualifications

Education and Experience:

• Bachelor’s degree (B.A.) or a minimum of two years of relative experience and/or training. Or equivalent combination of education and experience.

Knowledge, Skills, & Abilities:

• Proficient in Microsoft Office with emphasis on Excel and Word, Opera PMS, and Delphi Sales systems. 
• Requires excellent organizational skills and attention to detail.
• Exposure and experience with high-end clients preferred.
• Requires tact and polite assertiveness and telephone etiquette.
• Must have knowledge of food & beverage processes; knowledge of logistic planning; billing/crediting and processing payments.
• Requires good problem-solving skills, troubleshooting on-site and off-site events, interpersonal skills, leadership abilities as well as a take charge attitude.
• Ability to analyze data and prepare reports.
• Ability to communicate well verbally and in writing.
• Ability to understand and carry out verbal and written instructions.
• Ability to interact professionally and maintain effective working relationships with superiors, co-workers, and members.
• Must be able to multi-task and work in a fast-paced environment.
• Ability to exercise discretion and independent judgment.