SALES & EVENT COORDINATOR

• Act as the “face of the sales department” by answering incoming sales calls, leads, and serving as the “lead catcher”.
• Qualify incoming leads and distribute to the appropriate manager, based on segmentation.
• Conduct unique site inspections that create a memorable experience for the customers.
• Prepare proposals, contracts, sales kits, and assist in site inspection preparation.
• Coordinate Tradeshow/Sales Blitz/Outside Sales Call details - collateral, amenities, etc.
• Coordinate and manage Group Housing, Group Masters, Posting Masters, Group Projections, and creating ResLinks.
• Manage group room reservations, rooming lists (cut-off dates or extension), attrition projections and room block utilization, billing, special requests, amenities, banquet event orders, audio-visual needs, etc.
• Assists Director of Sales with Corporate segment to include making reservations.
• E-mail welcome letter to all new Definite bookings within 48 hours to include: cut-off date, reservation method, billing method, deposit due dates, event detail due dates, and Key Contact Information.
• Manage In-House Events Calendar and ensure space is blocked accordingly in system.
• Follows proper event management procedures for event execution to include but not limited to BEO creation, F&B forecasting, resume communication, amenity/VIP designation and room block management.
• Produce and distribute accurate banquet/catering event orders, timelines, diagrams, and resumes within timeframe set by hotel.
• Coordinate banquet staff to set-up, change, or reorder for all functions.
• Complete banquet scheduling to ensure proper staffing levels for all banquet functions.
• Operate as a banquet captain when needed, setting up, greeting, and serving the guest, and breaking down the function.
• Inspect banquet areas at end of function to ensure all equipment is returned to its proper area and all areas are clean.
• Work closely with kitchen personnel to coordinate cooking, food presentation and delivery times.
• Responsible for banquet/meeting room monthly inventory of display ware, tables/tablecloths, glasses, silverware, etc.
• Act as point of contact for meeting space AV system and be able to assist guests in connecting.
• Abide by all state, federal and corporate requirements pertaining to serving alcoholic beverages.
• Partner with Operations in providing a customer experience that exceeds the customer’s expectations.
• Maintain a refreshing attitude focused on positive friendly interactions with guests and staff
• Develop and maintain strong interdepartmental relationships and open communication lines to assure efficient transfer of information to clients and staff.
• All other duties assigned

PHYSICAL DEMANDS

• Must be able to sit at a desk for up to eight (8) hours per day. Walking and standing are required the rest of the working day. Length of time of these tasks may vary from day to day and task to task.
• Must be able to exert well-paced ability to maneuver between functions occurring simultaneously.
• Must be able to exert well-paced ability in limited space and to reach other departments of the hotel on a timely basis.
• Must be able to lift up to 35 lbs. occasionally.
• May be required to lift trays of food or food items weighing up to 35 lbs.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening and hearing ability and visual acuity.
• Work schedule varies and will include working on holidays and weekends.
• Must have reliable transportation.

GROOMING

All Staff Members must maintain a neat, clean and well-groomed appearance per Tharaldson Hospitality standards. Refer to the property specific required grooming and uniform standards policy.

SPECIFIC JOB KNOWLEDGE, SKILLS AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that you can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:

• Must be able to speak, read, write and understand the primary language used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written.
• Considerable knowledge of complex mathematical calculations and computer accounting programs. Budgetary analysis capabilities required.
• Extensive knowledge of the hotel, its services, and facilities.
• Must have excellent customer relations skills.
• Must be detail oriented with outstanding organizational and communication skills.
• Must possess basic computational ability.
• Must possess basic computer skills.
• Ability to effectively deal with internal and external customers some of whom will require high levels of patience, tact and diplomacy and collect accurate information to resolve conflicts.