Viceroy Hotels
Viceroy Hotels & Resorts inspires travelers with one-of-a-kind authentic lifestyle experiences that bring together provocative design and intuitive service in sought-after locations. A leader in modern luxury, Viceroy's vibe-led hospitality is guided by the brand promise "Remember to Live," an affirmation to create lifelong memories for each guest. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.
Location
Viceroy Santa Monica, CA
Overview
The Sales and Event Coordinator is responsible for clerical, administrative, marketing materials, and other duties to assist in the smooth operation of Sales / Catering. He / she is also responsible for providing attentive, courteous and efficient service to all guests.
Responsibilities
- The Sales and Event Coordinator has a critical role responsible for supporting the Sales, Catering, and Event teams at Hyatt Centric Delfina. Reporting directly to the Area Director of Sales & Marketing (ADOSM), this position provides essential administrative support, engages with clients, and assists in planning group and corporate travel accommodations, as well as the execution of events.
The primary objective of this role is to ensure efficient and effective communication between the sales team and other operational departments regarding all details of sales-generated groups and events. This role requires maturity, composure, strong attention to detail, and exceptional organizational skills, particularly in client interactions.
This dynamic role plays a vital part in ensuring the seamless operation of the Sales and Catering teams, contributing to the overall success of Viceroy Santa Monica.
Responsibilities include, but are not limited to :
Serve as the primary point of contact for clients, responding to inquiries and requests via phone and email.
Interact with clients regarding leads, hotel needs, and client travel arrangements.Answer telephone in a professional manner in accordance with departmental standards and promptly follow through on any guest / client need or requests.Manage all guest / client service issues promptly and professionally.Must coordinate internally with the Sales team regarding all sales and catering requests.Field sales inquiries, gather necessary information, enter accurate data into the CRM System, and pass onto the appropriate manager.Manage department filing systems and ensure accurate data entry in Delphi.Assist sales team by managing schedules, filing important documents, and communicating relevant information.Audit and improve office systems, ensuring adequate office supplies are in-stock at all times.Coordinates necessary arrangements with vendors relating to sales.Ensure the adequacy of sales-related equipment or material is available and in working order.Have a comprehensive knowledge of all operational departments within the hotel.Ensures all documents produced by the Sales Department (i.e., BEO's, contracts, rooming lists, proposals) are accurate and completed on time.Support Sales Managers by performing various administrative tasks, including site alert notifications, sending amenities, and assisting with merging reports, contract preparation, proposals, edits, revisions, banquet event orders and turnover process to be completed in a timely manner to meet deadlines.Distribute detailed and accurate BEO's and Resumes in a timely manner.Process rooming lists and reservations for groups and transient accounts.Process reservations, confirmations, cancellations, special handling alerts, and amenities.Plan and coordinate amenity and hotel drops / visits.Arrange and coordinate in-house meetings, events, site alerts and any appointments.Manage travel advisor requests and communicate with property operations teams to fulfill these requests, overseeing the inbox and distributing tasks to other departments, as necessary.Coordinate client gifts and collateral for site inspections, planning visits, and program operations.Create and manage Company and Travel Agent profiles and commissions in the property management system.Perform daily / weekly / monthly reporting requested by ADOSM.Conduct research and collect data to prepare reports and documents.Perform other duties as assigned by the Area Director of Sales & Management or General Manager / Managing Director.Qualifications
High School diploma or equivalent required and / or experience in a hotel or a related field preferred.At least 3 to 5 years of progressive experience in a hotel or related field preferred.College course work in related field helpful.Computer knowledge / skills required.Flexible and long hours sometimes required.Light work - Exerting up to 20 pounds of force occasionally, and / or up to 10 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.Maintain a warm and friendly demeanor at all times.
Must be able to effectively communicate both verbally and written, with all level of employees and guests in an attentive, friendly, courteous and service oriented manner.Must be effective at listening to, understanding, and clarifying concerns raised by employees and guests.Must be able to multitask and prioritize departmental functions to meet deadlines.Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner.Attend all hotel required meetings and trainings.Maintain regular attendance in compliance with Highgate Hotel Standards, as required by scheduling, which will vary according to the needs of the hotel.Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and nametag.Comply with Highgate Hotel Standards and regulations to encourage safe and efficient hotel operations.Maximize efforts towards productivity, identify problem areas and assist in implementing solutions.Must be effective in handling problems, including anticipating, preventing, identifying and solving problems as necessary.Must be able to understand and apply complex information, data, etc. from various sources to meet appropriate objectives.Must be able to cross-train in other hotel related areas.Must be able to maintain confidentiality of information.Must be able to show initiative, including anticipating guest or operational needs.Perform other duties as requested by management.Requires excellent communication skills, both verbal and written, in the primary language of the workplace (English)Requires excellent leadership skills, and the ability to communicate, deploy, and delegate maturely and professionally.Previous Hotel catering or sales experience preferred.Knowledge of computer accounting programs, math skills as well as budgetary analysis capabilities required.Knowledge of internal Database systems such as Delphi and Opera, or similar databases knowledge preferred.Knowledge of hotel food and beverage operations in a luxury environment preferred.Capable of offering a charismatic style of service tailored to specific guests and their needs.Maintain composure and a cheerful outlook in high pressure situations.Learn and retain detailed product knowledge.Colleagues will be expected to successfully resolve any guest issues and complaints in addition to communicating all concerns to department heads.Friendly and able to build a rapport with guests to establish future business.The ability to listen to, assess, and appropriately respond to information conveyed through speech.The ability to convey technical information through writing to a nontechnical audience so the recipients easily understand the information and can quickly and correctly apply it.Experience : Previous experience in a similar hotel environment preferred. 2-4 years of previous Sales / Catering Sales / Catering experience required.Grooming : All colleagues must maintain a neat, and well-groomed appearance (specific standards will be provided)Hourly position : $33.48
This posting in no way states or implies that these are the only duties to be performed by the colleague occupying this position. Colleagues will be required to perform any other job-related duties assigned by their supervisor.
Viceroy Hotel Group is a leading hotel company that combines desirable location, unique design, destination dining and personalized service that touches the heart and soul of our guests. As an industry leader in creativity and innovation, our hotels draw upon the diverse backgrounds and talent of our extraordinary team for optimal success.
Salary : $33
