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Events Coordinator/Front Desk

3 months ago

Big Creek, United States Sun Hill Properties Inc. Full time
Job DescriptionJob Description

Position Title: Event Coordinator Department: Sales and Marketing

Reports to: General Manager and Area Sales Manager FLSA Designation: Nonexempt

Position Purpose

This position is responsible to book, manage, and execute all groups and events for the hotel while providing administrative support to the Area Sales Manager. They will facilitate various tasks such as managing Amadeus, Fosse, group booking links, site inspections, banquet event orders, resumes, tradeshow preparation, monitoring and assigning inbound leads, answering the phone, preparing contracts, proposals, routing paperwork to appropriate departments, and any additional tasks that assist with hotels sales efforts and profitability.

Job Duties

Acts as liaison between clients and all hotel departments, analyzing and deciphering large amounts of oral and written data and effectively organizes and acts on the information to ensure client satisfaction and hotel profitability.

Maintains an open line of communication between clients and hotel staff

Entertains/meets with clients prior to and during in-house meetings.

Typed correspondence on the computer, such as assisting with the preparation of proposals, banquet event orders, contracts, sending and responding to emails, preparing request forms and memos. A high level of grammatical accuracy and proficiency in the English language is a requirement.

Answers telephone within 3 phone rings using clear and positive English communication.

Takes sales inquiries using inquiry worksheet and provides quotes with. Ask questions to ensure the caller is connected with the appropriate manager or department. Communicate information accurately and in a timely manner to the appropriate manager and/or department.

Execute site visits and client meetings.

Supportive Functions

In addition to the performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the supervisor based upon the particular requirements of the hotel.

  • Conduct site inspection tours of guestrooms and meeting spaces with clients.
  • Deliver information and messages with clients while in-house.
  • Purchase gifts for clients as directed; deliver packages and faxes.
  • Assist other departments as directed by management.

Specific Job Knowledge, Skill, and Ability

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

  • Must possess computer skills, including working knowledge of Microsoft Office. Must be able to train and master Amadeus and Fosse
  • Ability to read and write the English language proficiently and in a clear manner.
  • Ability to communicate with clients in a clear and hospitable manner.
  • Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error.
  • Basic typing skills, 50 wpm, and ability to take dictation accurately.
  • Applicants with additional language skills are preferred.

Qualifications Standards

Education:

High school diploma required. College Bachelor’s Degree preferred.

Experience:

Minimum of 2 years Hotel or other hospitality experience required. Marriott experience preferred.

Licenses or certificates:

No special licenses are required.

Physical and Visual Requirements

Must be able to sit at a desk for up to 8 hours per day. Walking and standing are required. The length of time of these tasks may vary from day to day and task to task. Must be able to bend, stoop, squat, and stretch to fulfill cleaning and filing tasks. Must be able to exert well-paced ability in limited space. Hearing and visual ability to observe and detect signs of emergency situations. Requires manual and finger dexterity to use and operate all necessary equipment.

Vision occurs continuously with the most common visual functions being those of near vision and depth perception.

Working Conditions

Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.

Miscellaneous

Fingering: picking, pinching, typing, or working with fingers versus whole hand or arm.

Grasping: Applies pressure with fingers and palm.

Talking: Must convey ideas by spoken word, must convey information quickly and loudly to other workers, or guests.

Hearing: Must perceive the nature of sound, receive detailed information through oral communication, and make fine discriminations in sound.

Grooming

All employees must maintain a neat, clean, and well-groomed appearance. Specific uniform guidelines and/ or required articles of clothing will be explained to you as part of the orientation process.

Schedule

The work schedule is based on the demands of the business. AM, PM, nights, overnights, weekends, and/or holiday availability are required.

Attendance

Regular attendance in conformance with Marriott standards is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Upon employment, all employees are required to fully comply with Marriott rules and regulations for the safe and efficient operation of hotel facilities. Employees who violate Hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

Voluntary Commitment

I have read, understand, and voluntarily commit myself to the general guidelines contained in this document. I also understand that this is only a basic description of my job and that it does not, nor is it intended to, outline all of the specifics of the responsibilities which I may be expected to perform. This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.

I also understand the following:

If I come in contact with blood or any body fluids I am to immediately contact Security and my supervisor. DO NOT HAVE ANY CONTACT WITH THESE FLUIDS. DO NOT ATTEMPT TO CLEAN THIS UP.

If I am certified in CPR it is entirely my decision whether to add a guest or fellow employee. It is not expected as part of my job duties for the Hotel. I do so at my own risk.

Standard Specification

Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves, other employees, or guests.

A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and requirements are essential job functions.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor.

This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.

The statements in this job description are intended to represent the key duties and level of work being performed. They are not intended to be ALL responsibilities or qualifications of the job. This position is classified as non-exempt (per the Fair Labor Standards Act) and is subject to overtime in accordance with Federal and State Regulations.