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Functions and Sales Coordinator

4 months ago

Conway, United States CM Resort, LLC Full time

The Functions & Sales Coordinator is responsible for organizing, planning, and overseeing the execution of resort wide events and functions, including all logistics. These responsibilities will include nighttime activities and require working some evening hours. Work independently and frequently unsupervised to service groups, up sell additional products, and negotiate rates as necessary to close the sale. This position will work closely with the Sales and Marketing teams, as well as the Food & Beverage department, to promote and implement all events and activities. The goal of events is to increase skiers/skier visits, strengthen our brand positioning, add to guests' experience that day, to lengthen our season and gain additional media exposure. This position supports all Cranmore marketing efforts to increase cross-sell, up-sell, and other merchandising opportunities. This position will also participate in job sharing for the purpose of coordinating the fulfillment of group sales services as deemed necessary. As a customer focused organization, a crucial part of each employee's job is to get and keep guests.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  1. Manage all Cranmore functions and events. Plan, execute and be on-site to greet and troubleshoot throughout events.
  2. Ensure a seamless and consistent experience and execution of all groups and functions, including events, activities, and experiences.
  3. Coordinate day and overnight groups, international groups, corporate Cranmore functions, motor coach, youth groups, weddings, and ski show details. This will include nighttime activities and require working some evening hours. Work independently and frequently unsupervised to service groups, up sell to additional products and negotiating rates as necessary to close the sale.
  4. Responsible for assisting with client billing and timely collection of deposits.
  5. Compile all Function sheets, customized menus, and floor plans for group events.
  6. Oversee any additional staff/volunteers needed.
  7. Work with the Marketing Department to publicize events before and after they take place.
  8. Coordinate with all Cranmore departments and outside vendors to book lodging, recreation, food and beverage, transportation, and activities for evets.
  9. Oversee any additional staff/volunteers needed including seasonal staff responsible for promoting events and resort offerings.
  10. Coordinate with the Event & Sales Coordinator to plan and organize on mountain group activities.
  11. Attend all interdepartmental meetings and communication of, including the taking of notes.
  12. Work directly with the Director of Sales to create and maintain accurate and timely sales records and function sheets for upcoming groups.
  13. Coordinate ticketing, invoicing, and account reconciliation for all groups and functions.
  14. Notify/coordinate client specification with other department and quickly efficiently respond to client challenges and feedback.
  15. Work with Lafrance Hospitality and Sodexo sales teams to coordinate function and group resort needs.
  16. Attend and participate in Sales meetings on a regular basis and take minutes as requested.
  17. Attend ski shows and/or ski club presentations upon request and as directed by Director of Sales and Events
  18. Assist in the facilitation of the shop and lodging program.
  19. Assist Director of Sales with essential duties and tasks
  20. Coordinate all on-site needs for event and resort sponsors. Ensure all contractual obligations are met. Sponsor reports will be written providing photos and proof of obligations.
  21. Distribute event fact sheets to be distributed to all departments at least one week prior to event.
  22. Perform other duties as required.
  23. Contribute to team effort by participating in job sharing, assuming responsibility for the cleanliness of the resort and safety of guests and employees; participating in safety meetings; accepting diverse assignments; maintain a positive and friendly attitude and demeanor in all internal and external interactions.
  24. Meet service level objectives and department goals as set forth by immediate supervisor.
  25. Flexible working hours; includes holidays and weekends.
  26. Open, close & reconcile sales point on a daily basis.

SUPERVISORY RESPONSIBILITIES

Oversee hourly Event Helpers and may oversee help from other departments to execute events. May oversee and work with staff from outside vendors while executing events. May work with internal and external design and agency resources to execute marketing materials.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B.A.) from four-year college or university; or one to two years' related experience and/or training; or equivalent combination of education and experience. Experience with phone sales with intermediate to advanced working knowledge of MS Office, Siriusware, Excel and ACT.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. Ability to interpret company policies. Ability to exercise independent judgment and discretion about matters of significance.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

SCHEDULING

Functions & Sales Coordinator is a full-time position with a minimum of 40-45 hours per week. Hours vary based on season and business volumes. The typical schedule is 5 days a week, 8-9 hours a day, between the hours of 8am and 8pm. Weekends, holidays, and vacation weeks are included.