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Sales and Event Coordinator

2 months ago

San Diego, United States The Westgate Hotel Full time

You are the ideal candidate if you have experience in the hospitality and event industry, you thrive in a team-centered environment, you love connecting with event guests, and love helping the team succeed You will primarily assist Catering Manager and Convention Services Manager with daily administrative duties. Manage daily sales procedures such as leads/inquiries, site visit preparations, proposals, contracts, turnovers, client communication, event preparation, and daily management of Group information. You represent yourself and the hotel with the highest level of integrity and professionalism, a service focused approach and a caring, sincere attitude at all times.

Classification: Non-Exempt

Reports To: Director of Sales & Catering

Essential Duties/Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Works directly with Catering Manager and Convention Services Manager.
  • Assist with projects assigned by a Catering Manager and Convention Services Manager in planning and executing an event.
  • Create, edit, and prepare proposals and contracts for prospective businesses on behalf of the Catering Manager and Convention Services Manager.
  • Create, complete, and update Banquet Event Orders.
  • Work with Managers and Clients to gather event details while maintaining master BEO binder.
  • Prepare for site visits with client amenities, welcome cards, show rooms, site profiles and any required inter-departmental communication needed to ensure a successful client experience.
  • Coordinate and communicate essential information for each event to each respective departments.
  • Input meeting space requirements, sleeping room rates, and room blocks in hotel's data-base system.
  • Review the hotel's operating system and confirm that contracts reflect the space and rooms blocked.
  • Distribute catering and group sales information to other departments as necessary.
  • Create guestroom reservation requests on behalf of the Sales and Catering Managers.
  • Provide phone coverage for sales and catering office while qualifying leads and distributing them to the appropriate Manager and ensure clients' needs are addressed.
  • Maintains weekly/monthly sales reports.
  • Professional and positive communication with both guests and fellow employees.
Other Duties/ Responsibilities
  • 40 hours over five day period; typically Monday through Friday: days and times may vary based on need.
  • Must be able to work some weekends to oversee event execution and be on-site Hotel contact.
  • Must be able to work some holidays when necessary.
  • Perform special projects and other responsibilities as assigned. Participate in task forces and special hotel committees as required.
JOB QUALIFICATIONS

Competencies
  • Minimum 1 year of Hotel Sales & Catering department or previous administrative experience preferred.
  • Strong communications and computer skills with proficiency in Microsoft Office.
  • Must possess outstanding organizational, interpersonal, administrative skills, and time management skills as well as excellent attention to detail.
  • Knowledge of Opera PMS and working knowledge of Opera Sales & Catering and DelphiFDC preferred.
Physical Requirements
  • Lifting, pushing, pulling, carrying - tables, chairs, boxes (50 lb. maximum) occasionally.
  • Bending/kneeling - taping down cords, skirting tables, picking up floor after function, occasionally.
  • Mobility - ability to service clients on a moment's notice, variable distances.
  • Continuous standing - function observation, client site inspections (one hour minimum to four hours maximum).
  • Talking or hearing, both in person and by telephone; use of hands & fingers, handling or delicately feeling objects or controls; reaching with hands and arms.
  • Work is performed in an office environment and requires ability to operate standard office equipment.
  • Prolonged periods sitting at a desk and working on a computer.
Here's what we offer:
  • $200.00 Referral Bonus after being hired for each referral that is hired after 90 days of employment.
  • Flexible scheduling Full and Part Time
  • Benefits for full-time employees (30 hrs. a week) after 60 days of employment (Medical, Dental, Vision & Life)
  • Hotel Stay Discounts
  • Employee Meals
  • AquaVie Fitness & Wellness Club - Membership Discount
  • Training and career growth opportunities
  • Discounts at Grand America Hotels & Resorts properties
  • Next to trolley station and downtown bus stops

Work Environment:

This job operates in a professional environment. We serve "Employees First and Guests Always."

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.