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Sales & Catering Coordinator

3 months ago

Arlington, United States Heartwood Hotel Full time
Job DescriptionJob Description

The growth and success of our company is driven by the participation, commitment, and performance of our team members. Achieving high levels of Client, Guest and Employee Satisfaction is a challenging task requiring qualified and enthusiastic people in a wide variety of positions. We seek qualified candidates who share our vision, values, and desire for achieving excellence. We are currently hiring professionals seeking to advance their Hospitality Careers The Olympia Companies is looking for qualified and enthusiastic candidates to join our team

The Sales & Catering Coordinator supports and assists the sales team by efficiently completing tasks and projects to market, sell, service, build and maintain relationships with potential and existing guests/clients. This person must be able to detail events, speak with clients, and service groups.

Benefits

Olympia Hospitality’s comprehensive benefits package reflects our commitment to the well-being and security of our team members.

  • We provide health, dental, and vision insurance, ensuring access to essential medical services.
  • Our 401K program includes a matching component, assisting employees in planning for their future retirement.
  • Flexible Spending Accounts (FSAs) for medical and childcare expenses offer tax-saving opportunities.
  • Team members also enjoy seven paid holidays annually, fostering work-life balance.
  • Additionally, we offer employer-paid life insurance, along with options for dependent and employee-paid life insurance coverage.
  • Short-term and long-term disability benefits further safeguard employees against unexpected financial challenges, providing peace of mind and support during difficult times. 
  • Our paid time off benefit provides flexibility to take time off for vacation, personal needs, or illness while still receiving their regular pay.
  • Additional benefits may be available based on the individual hotel that is hiring.

Responsibilities

  • Assist the Sales Director with administrative tasks, including managing calendars, scheduling appointments, and preparing sales-related documents and presentations.
  • Respond promptly to client inquiries, requests for proposals (RFPs), and event inquiries, and provide information and assistance to facilitate the booking process.
  • Maintain accurate records of sales activities, client interactions, and event details in the customer relationship management (CRM) system.
  • Coordinate catering and event planning activities, including menu selection, room setup, audiovisual equipment rental, and other logistical arrangements, to meet client requirements and preferences.
  • Collaborate with the catering team, chefs, and banquet staff to ensure seamless execution of events, including on-site coordination and supervision as needed.
  • Communicate event details and client preferences to internal departments to ensure timely and accurate delivery of services and solutions.
  • Build and maintain positive relationships with clients, vendors, and stakeholders through regular communication, follow-up, and personalized service.
  • Anticipate client needs and preferences and proactively address any concerns or issues to ensure a positive experience and foster long-term loyalty and repeat business.
  • Seek opportunities to upsell and cross-sell additional services or enhancements to maximize revenue and add value to client events and experiences.
  • Assist with the planning and execution of events, including weddings, meetings, conferences, and social gatherings, from initial inquiry through post-event follow-up and evaluation.
  • Coordinate event logistics, including vendor contracts, permits, transportation, accommodations, and entertainment, to ensure the successful delivery of client expectations and requirements.
  • Provide on-site support during events, including greeting guests, managing registration, overseeing setup and breakdown, and addressing any issues or emergencies that may arise.

Skills Required

  • Customer Service – deliver hospitable service that is attentive, friendly, efficient and courteous; demonstrate patience, tact and diplomacy
  • People Skills – ability to collaborate, create rapport, and work effectively with others
  • Communication Skills – ability to effectively listen & communicate professionally
  • Problem-Solving & Analytical Skills – ability to identify the issue, collect and analyze information to understand the problem and effectively resolve. Identify, recommend, and implement best practices
  • Organizational & Time Management Skills – ability to appropriately manage time to meet job demands, prioritize, follow through, and work efficiently with limited supervision
  • Aptitude & Adaptability – ability to learn quickly and adapt to changing priorities and business needs
  • Composure – ability to maintain composure and work under pressure, managing stress to meet business demands. (Calmly handle all customer and employee interactions & issues)
  • Attention to Detail – ability to follow instructions and achieve thoroughness and accuracy when accomplishing tasks
  • Computer skills/ Technical Aptitude – proficiency in computer technology, i.e. e-mail, MS Word, Excel, & other hotel related systems. Utilize technology to enhance organizational efficiency

Technical Skills

  • Strong sales & relationship management skills
  • Strong aptitude in working with numbers and comprehending Excel spreadsheets
  • Keyboarding and general office administration skills
  • fdc experience or similar sales software needed.

Experience / Education

  • Sales and/or hotel experience preferred; high school diploma and/or equivalent work experience; Delphi.fdc a plus.

Physical Demands

  • Work is performed in a hotel environment; this position requires extended periods of walking, standing, bending, and lifting up to 50 pounds.  Frequent computer keying using both hands, and viewing material on a computer screen.  Working at a desk, viewing spreadsheets and other written material.  (PDC is physically demanding, requiring extended periods of walking and standing.) Flexible work hours may require an occasional night or weekend.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Olympia Companies is an equal opportunity employer and is committed to providing employment opportunities to qualified applicants without regard to such characteristics as race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, disability, genetic information, protected veteran status or any other factor protected by applicable law.