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Sales Coordinator- Events

4 months ago

Olympia, United States Rosewood Hotel Group Full time

Job Title

Sales Coordinator- Events

Education

High School

Location

Rosewood Washington, D.C. - Washington, DC, DC 20007 US (Primary) Compensation Currency

USD

Ideally located in the charming neighborhood of Georgetown, alongside the historic C&O Canal, Rosewood Washington, D.C. features 55 rooms, 12 suites, and 6 townhouses. The hotel, which opened in 2013, offers ample privacy, bespoke guest services and a tangible connection to the culture and traditions of the nations capital.

In addition to its enviable location, Rosewood Washington, D.C. presents its guests with peerless amenities and facilities. Overlooking the picturesque canal, CUT by Wolfgang Puck and CUT Bar surprise and delight with a creative, seasonally inspired menu and masterful libations. On the rooftop, CUT Above, a wraparound bar and lounge area boasts a stunning indoor-outdoor swimming pool and sweeping views of the Potomac River, Washington Monument, Roosevelt Island and the spires of Georgetown University. Fitness and spa services, private dining and meeting venues, and a calendar of intriguing curated events and occasions round out the hotels remarkable offerings.

* Support, maintain, adhere to and train all safety, health and sanitary guidelines and recommendations issued by Rosewood, the Centers for Disease Control and Prevention; OSHA, Federal and local DC Government to mitigate exposure and spread of COVID-19. * Maintain complete knowledge of and comply with all departmental policies, service procedures and standards. * Maintain complete knowledge of clients requirements for in-house groups: *

Nature of Event. VIPs and On Site Contact. Rooming List. Transportation. Amenity and Spa requests. Schedule of Events. Attend and conduct, when necessary, Pre-Cons. Payment/Billing arrangements. * Meet group coordinator/host/ meeting planner prior to function, make introduction and ensure that all arrangements are agreeable. * Be familiar with all hotel services/features and local attractions/activities to respond accurately to any guest inquiry. * Monitor and handle guest complaints and ensure guest satisfaction. * Identify clients requirements in order that all operating departments can be fully informed, and all services rendered, as promised. * Prepare and review all group resumes and group meeting requirements and organize into chronological order. * Run resume meetings with department heads. * Ensure that all entries in Salesforce (Delphi DFC) are accurate including setting up a file trace system for each Group booking that documents conversations with client, Sales & Catering Managers and other key hotel staff. * Use Salesforce (Delphi DFC) to create/update accounts or contacts within an account, create new group bookings, revise existing group & catering bookings, merge group & catering contracts and adjust clauses as necessary. * Run pre-con meetings with clients and hotel in conjunction with Operational team and Sales Managers/Director as required. * Load notes and traces into PMS for all group guests. * Weekly update GRC for scheduled meeting. * Assist and support sales managers in preparing for sales trips and daily activities such as proposals, contracts, etc. * Have complete familiarity with Rosewood, (brand positioning and core values) and its properties. * Participate in weekly meetings as required. * Provide a weekly summary of bookings (tentative and definite) as part of the weekly GRC meeting. * Be able to conduct site tours of the property and townhouses. * Maintain catering and conference services revenue, average check, post-convention reports. * Work with all departments communicating and servicing groups prior to and while groups are in house including preparing and reviewing group resumes and group meeting requirements in Hotel Resume Meeting. * Communicate all last-minute changes, additions and cancellations of groups to hotel. * Work with other departments, Sales, Finance and Operations to ensure successful handling of group business and timely collection of bills. * Perform all administrative duties in a tidy, organized manner and maintain offices in an orderly and guest ready environment at all times. * Draft and execute sales collateral and client / prospect presentations via Microsoft Word, Excel, and PowerPoint * Answer all sales and catering telephone inquiries in a pleasant, courteous, and professional manner and ensure that all pertinent information is noted accurately and legibly and quickly communicated to the appropriate manager. * Maintain positive inner-hotel relationships with all hotel departments to expedite efficient communication. * Make room reservations as needed; including print & deliver VIP welcome notes and tracing amenities. * Maintain complete knowledge of all hotel function space, capacities and names of each room/space. * Check storage areas for proper supplies necessary to perform all daily tasks and order supplies on regular basis. * Process all purchase orders and special requests. * Assist with screen all arriving associates per COVID-19 standard operating procedures. * Assist with hotel deliveries per COVID-19 standard operating procedures. * All other duties as required. Job Requirements

**QUALIFICATIONS:** * Experience: Preferred 1-2 years operational or administrative experience for a luxury or ultra-luxury hotel/resort. Preferred work experience to be in the Sales, Marketing, Catering or Conference Services area. * Education: High school diploma or equivalent education required. * General Skills: Must be able to perform job functions with attention to detail, speed and accuracy; prioritization, organization and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guests service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data. * Technical Skills: Knowledge of accommodating room capacities; knowledge of all styles of room set-ups, standard equipment involved and proper handling of such; knowledge of organizing set-up requirements from information on BEOs; knowledge of staffing guidelines/requirements to set-up, turn and break-down function spaces; familiarity with cost controls; ability to ascertain departmental training needs and provide such training; ability to direct performance of staff and follow up with corrections when needed. * Schedule: Flexible availability is required for this position to include days, evenings, weekends, and holidays * Language: Required to speak, read and write English, with fluency in other languages a preferred. * Systems Knowledge:Previous Opera and Salesforce (Delphi DFC) systems experience is preferred. Proficient with Windows Office, Excel, Outlook, Powerpoint, Publisher. Ability to trouble shoot reservations and systems issues. * Physical Requirements: Must be able to exert physical effort in transporting a minimum of 35 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding. * Licenses & Certifications: None required. ***Rosewood Washington DC requires all employees to be fully vaccinated against COVID-19, and applicants are required to submit proof of vaccination prior to starting employment. In accordance with the law, Rosewood Washington DC will accommodate employees who cannot be administered the COVID-19 vaccine for medical or religious reasons, and applicants should contact the Director of Talent and Culture if they have questions about this requirement or wish to request an accommodation.***

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