Event - Group Sales Coordinator

The Event - Group Sales Coordinator is responsible for finalizing group business while maximizing the event space to meet/exceed sales goals. As a coordinator the successful employee will create Banquet Event Orders, communicate rooming lists/room requirements to hotel front desk, coordinate event details to appropriate departments, and communicate with guests for event details, counts, guarantees, and special requests. Requirements of the position include: a basic knowledge of the practices and procedures of catering, food & beverage, and hospitality professions; effective communication skills include the ability to negotiate, influence and sell professionals and/or prospective hotel guests.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

MINIMUM QUALIFICATIONS:

• Must be a minimum of 21 years of age.
• High School Diploma or G.E.D required.
• Three (3) years experience in an office environment required.
• Casino, Hospitality, or Event environment preferred.
• Intermediate skills in MS Office products including PowerPoint, Excel, and Word required.
• Required to pass a pre-employment drug screening and obtain and maintain an Osage Nation gaming license.
• Required to provide documents to show the applicant is eligible to work in the United States.
• Osage, Native American, and Veteran preference shall apply to all positions at Osage Casinos.
• Applicants must be able to perform all essential functions of job duties with or without reasonable accommodation.

REGULATORY COMPLIANCE:

• Maintains excellent working relationships with other Company staff and all applicable regulatory commissions and other agencies as may be applicable to ensure compliance.
• Performs all duties in accordance with company core values, objectives of the Osage Nation, internal policies and procedures, as well, as applicable laws and gaming regulations, including but not limited to, the state-tribal compact, IGRA, MICS, ONGR, the Bank Secrecy Act, Office of Foreign Asset Control, USA Patriot Act and Privacy Act.

COMMUNICATION:

• Makes efforts to keep informed of company information and communications by reviewing property bulletin boards, digital signage, and company newsletter.
• Effectively communicates concerns and information to supervisor and listens to communication from supervisor.
• Effectively relates ideas for improvements to supervisor and management in accordance with chain of command.

DEPARTMENT OPERATIONS:

• Makes decisions regarding scheduling of activities and facilities related to an event.
• Oversees group bookings to include but not limited to point of inquiry, quoting rates, contract development, detailing of needs, communication of group requirements to hotel staff, management of group on day of event, and follow up.
• Consults with all involved parties of an event to establish goals, services required, and fee schedules.
• Prepares and maintains any required event documentation, schedules of events, and special reports as required.
• Prepares and provides post-activity evaluation data as appropriate to the objectives of the position.
• May perform a variety of administrative functions including data management, accounting, and correspondence.
• Acts as liaison to clients and casino departments.
• Organizes work assignments to maintain the greatest efficiency in the completion of assignments.
• Responds to incoming group/catering opportunities for the property.
• Focuses efforts on group/catering accounts with significant potential sales revenue.
• Maximizes revenue by upselling food and beverage.
• Builds and strengthens relationships and partnerships with existing and new customers for the goal of increasing event bookings.
• Develops relationships within area community to strengthen and expand customer base for group/catering sales opportunities.
• Serves the customer by understanding their needs and recommending the appropriate features and services that best meet their needs and exceed their expectations.
• Conduct site tours pre-con meetings.
• Meets with catering clients. Effectively and professionally conveys necessary fundamentals and details of the sale to the client.
• Reviews of all documents produced by the Group Sales Department (i.e., BEO's, contracts, rooming lists, proposals) are completed accurately and timely.
• Performs all other related and compatible duties as assigned.

GUEST SERVICE:

• Provides excellent internal and external guest services, always treating internal and external guests with courtesy and consideration.
• Cooperates and communicates with all fellow employees, always exhibiting mutual respect and consistently projecting a positive, helpful image/attitude.
• Executes exemplary customer service to drive customer satisfaction and loyalty by assisting the customer and ensuring their satisfaction before and during their program/event.
• Arranges guest accommodation, tours, banquets, receptions, and other applicable conference activities.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Read, write, speak, and understand the English language. Read Company or departmental reports, newsletters, and documents.
• Perform routine mathematical computations.
• Protect the Companys value by keeping information confidential.
• Perform assigned tasks under limited supervision. Follow written and verbal instructions.
• Establish and maintain positive relationships with managerial staff, co-workers, guests, and the public. Work well alone or within a team.
• Communicate information and suggestions in oral and written form. Prepare written documents and complete reports as required.
• Utilize MS Office products to an intermediate skill level.
• Exercise reasonable judgment and seek guidance for decisions in a manner consistent with the essential job duties and responsibilities.
• See problems and avoid situations that could be deemed illegal or represent a safety hazard to fellow employees or guests.
• Respond to inquiries or complaints from employees, guests, regulatory agencies, and others.
• Travel locally, or between properties as needed.
• Maintain physical condition and stamina appropriate to performance of assigned duties.
• Update job knowledge by participating in educational opportunities; attending expos or conventions; and developing or maintaining professional networks.

PHYSICAL DEMANDS:

• The employee is also regularly required to stand, walk, sit, and use hands to finger, handle, or feel objects, tools, or controls.
• Ability to sit, stoop, kneel or crouch while performing duties.
• Ability to use hands to finger, handle, or feel.
• Ability to use arms to reach and lift above shoulders.
• Must have normal auditory and good verbal communication.
• Ability to lift upwards of 25 pounds.
• Ability to drag, push, or pull up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

WORK ENVIRONMENT:

• Work is typically performed within a casino setting.
• Uses computer system to effectively perform job functions.
• Exposure to second-hand smoke and a high noise level.
• Evening and weekend shifts, extended hours, and irregular shifts may be required.
• The employee may be exposed to risks associated with travel between properties and back and forth to other areas as may be required due to business demands.
• The employee may be exposed to the risks associated with attempting to resolve issues with extremely irate or difficult people.

Source: Hospitality Online