Sales & Events Coordinator

4 months ago

Winter Haven, United States Home2 Suites Winter Haven Full time

As a family-owned business built on genuine relationships, the character and quality of our staff is integral to delivering the culture of service our clients expect. Members of our team serve each other, our partners, and their community with kindness and respect, while inspiring successful returns for everyone. The diverse and intimate size of Naples Hotel Group encourages each associate's voice to be heard, fostering a dynamic environment of communal creativity that's rife with opportunities for advancement.

The Sales & Events Coordinator will provide high-level administrative support by conducting research, preparing statistical reports, resolving guest issues, performing clerical functions such as preparing correspondence internal and external, managing function room events, and group blocks, and providing hotel tours for prospective clients. Other key responsibilities include being on the property prior to and during events to ensure proper execution per the details of the Contract and Banquet Event Order (BEO). This requires the Sales & Events Coordinator to have open work availability including the ability to work nights and weekends as business needs dictate. Other miscellaneous tasks may be assigned by the General Manager and Director of Sales. Given that the Sales & Events Coordinator is a liaison between Naples Hotel Group and its clients, excellent writing skills, concise verbal communication, and listening skills are necessary.

Benefits for full-time associates

  • 2 weeks of vacation pay your first year 
  • 4 sick days/year 
  • 2 hours paid volunteer time/month 
  • Holiday pay  
  • Medical, dental, and vision insurance plan options 
  • Short term disability, long term disability, and life insurance plan options 
  • 401k retirement plan
  • Discounts on hotel rooms worldwide 
  • Direct deposit payroll

Essential Duties and Responsibilities:

  • Responsible for taking booking inquiry information via phone/email/RFP sites, qualifying the business, and preparing paperwork including business evaluations, proposals, contracts, BEOs, and Event Checks.
  • Generate Group Room and Function Room leads through internet research & telemarketing.
  • Update & maintain sales database Delphi. FDC. 
    • Record account activity, call reports, traces, and Group Rooms Control Log by the due date in Delphi.FDC.
    • Meet or exceed weekly, monthly & quarterly sales task goals.
  • Organize, file, and retrieve documents in appropriate files to maintain essential records used in the department operation.
    • Update Weekly Sales Report, Business Plan Group & BT Account actuals, & NHG Special Event Calendar weekly/monthly/quarterly as directed by General Manager.
  • Responsible for creating Group Blocks within property PMS System & property Revenue Management System
  • Responsible for managing group blocks including reservation requests, rooming list entry, group wash, and other applicable group procedures required by Naples Hotel Group and the property-specific Brand. 
  • Assist customers with meeting planning from inquiry to execution.
  • The sales & events coordinator may be required to be on property during function room events held at the hotel. This may require night and weekend availability as scheduled by the hotel General Manager.
  • Participate in daily, weekly, and monthly meetings as assigned by General Manager.
  • Coordinate cross-departmental communications for daily arrivals through oral and written instruction. Including confidently planning and conducting property tours with clear communication of hotels’ amenities.
  • Ensure the prompt servicing of groups and accounts
  • Take the initiative to support other departments and be willing to cross-train and cover the Front Desk as assigned by the General Manager.
  • Periodically participate in sales blitz’ in conjunction with Regional Sales Manager and/or General Manager.
  • Required to complete training assigned/required by Naples Hotel Group and property-specific Brand.
  • Uses various computer word processing and other software packages to enter data, and produce contracts, correspondence, forms, memorandum, and other documents.
  • Guest Satisfaction is of highest priority This associate must follow all guidelines and training set forth by management and the hotel-specific brand.
  • Perform other duties as required or assigned.

Education and/or Work Experience Requirements:

Standard Qualifications:

  • High School Diploma or equivalent 
  • Read, write, and speak English fluently 

Additional Qualifications:

  • Excellent oral and written communication skills
  • Interpersonal and time management skills 
  • Guest relation and problem-solving/ service recovery skills 
  • Work varied shifts, including nights, weekends, and holidays 
  • Hour Required: This is a salaried position; 40-50 hours per week are required
  • Proficiency with Microsoft Office 365 programs
  • Appropriate professional appearance and demeanor (specific standards available).
  • Passion for excellence and exceeding expectations
  • Attention to detail, organizational skills, and follow-through are a must
  • Love to learn

Physical Requirements 

While performing the duties of this job, the employee is regularly required to sit; stand; bend; walk; use hands or finger; or feel objects, tools, or controls; lift boxes (up to 15 pounds); talk and hear.  Vision abilities required by this job include a close vision of a computer screen.

Other Requirements:

  • Regular attendance in conformance with the standards, which may be established by Naples Hotel Group from time to time, 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 Naples Hotel Group rules and regulations for the safe and efficient operation of the hotel facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment. 

*Employment is conditional on candidate's successful completion of pre-hire drug and background screening*

Naples Hotel Group is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

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