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Events and Sales Specialist

3 months ago

Key Largo, United States NDM Hospitality Services Full time
Job DescriptionJob Description

Responsibilities:

Largo Resort Administrative and Front Office

· Provide coverage for the front office and assist the general manager as needed including check-ins, housekeeping inspections, sales inquiries, property walkthroughs, guest requests, answering phones, reporting and other additional tasks as requested, etc.

· Meet and greet clients and visitors, answer telephones, screen calls, and take messages from external and internal sources.

· Must exercise judgment in monitoring phone calls and meeting requests.

· Covers Manager on Duty shifts.

· Final escalation point if only leader on property. Must be resourceful, self sufficient and be able to handle any issues that may arise with composure while ensuring guest satisfaction.

· Act as the main point of contact for all group administrative questions.

· Manage schedules and set up meetings as necessary.

· Attend internal operations meetings to communicate with the other departments.

· Schedule and perform site tours with prospective clients.

· Coordinate travel arrangements, marketing and collateral requests, process expense reports, invoices, commissions, etc.

· Prepare and review written documents accurately and completely

· Accurately transcribe, type, format, and proofread a wide variety of material. Examples include, but are not limited to correspondences, invoices, contracts, meeting minutes, reports, presentations, processing, graphics, and spreadsheets using different platforms on company software.

· This individual will have access to confidential information, and it is imperative that he/she maintain confidentiality at all times.

· Track and manage deposits and final billings owed to the venue.

· Set up, contact, and collect guest accommodation payments using the company platform.

· Email receipt, reservation confirmation, and group welcome material.

Largo Resort Events and Sales

· Assist Director of Sales with lead follow-ups, quotes and contracts, assisting in the sales process from beginning to end or as stated by the Director of Sales.

· Run sales reports on a regular basis for the team.

· Coverage for all property events expected.

· Expected to work flexible hours including nights, holidays, weekends, etc.

· Utilization and maximization of the program Event Temple to its highest capacity.

· Create Group Resumes through Event Temple.

· Coordinate training sessions for continued education.

· Work on several projects at a time as assigned.


Largo Resort Venue Host

· Act as the primary venue contact for booked groups and answer any questions regarding the venue.

· Oversee and execute all venue needs during the entire event, working in conjunction with the group coordinator and/or wedding planner.

· Communicate with event host(s) and guests throughout the event to ensure guest satisfaction.

· Communicate regularly with designated group/wedding planner prior to and during each event to ensure resort is prepared to support the event host, group/wedding planner, and vendors.

· Communicate with all other departments within Largo Resort.

· Schedule, conduct, and review meeting with internal team to review all aspects of scheduled groups coming in including any events taking place, housekeeping, maintenance requests, etc.

· Ensure the venue terms and conditions, in addition to supporting documents, are communicated to each group/wedding planner and onsite vendors.

· Conduct scheduled client meetings (60 day, 30 day, & 14 day) prior to group arrival with unlimited email communication.

· Complete all additional tasks as assigned.

Qualifications:

· Two or more years of experience working in a hotel, clerical or sales.

· Diploma or degree in hospitality/business and/or marketing management. (preferred)

· Good computer skills; proficient in the use of Microsoft Office (Word, Excel, PowerPoint) and knowledge of sales and marketing modules like Event Temple, Cloudbeds PMS



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