Group Sales Coordinator

Description Position: GROUP SALES COORDINATOR JOB OVERVIEW: To assist in the overall efficient operation of the Sales & Catering Department. Responsible for the efficient and professional coordination of any assigned banquet, meeting or reception. REPORTS TO: Director of Sales & Marketing ESSENTIAL JOB FUNCTIONS: Prepares all event documentation and coordinates with sales, hotel departments and customer to ensure consistent, high level service throughout pre-event, event and post event phases. Recognizes opportunities to maximize revenue opportunities by up-selling and offering enhancements to create outstanding events. Acts as liaison between field sales person and customer throughout the event process. Makes presence known to customer at all times during this process. Is available to solve problems and/or suggest alternatives to previous arrangements. Proactively identifies operational challenges associated with his/her event and works with the hotel staff and customer to solve these challenges and/or develop alternative solutions. Manages banquet and meeting space for assigned groups. Manages room blocks and reservations for assigned groups, including communicating internally and externally. Advises sales staff as to ability to accommodate client demands including phone requirements, fit of available space and materials such as booths. Assist sales staff in promoting hotel, developing leads and securing re-bookings. Perform administrative duties relevant to account responsibilities in compliance with corporate guidelines. Document and organize detailed requirements of each function. Coordinate activities of various departments to service accounts, such as directing room service in the creation and delivery of VIP amenities. Communicate with sales, front office and reservations in order to coordinate and monitor guest room blocks and special reservation needs. Assign banquet/meeting rooms set up based on needs of clients, e.g., classroom, rounds. Review banquet associates’ work to ensure accuracy, including billing. Monitor in house group activity providing assistance as needed such as organizing event set up. Establish rapport with and entertain meeting planners while promoting hotel facilities and services. Conduct walking site inspections throughout property. Plan and conduct pre and post convention meetings with clients and respective departments. Access and input data into a computer system to generate account history reports. Answer telephone and respond to caller inquiries speaking in a clear and pleasant manner. Exercise decision making skills to direct caller’s request. Accurately record messages for staff and distribute the written messages to the staff members in a timely manner. Complete billing for assigned group, check in/out groups and function accounts in PMS system, and award event points within guidelines. Create and distribute group resumes weekly for all groups in house. Keep sales files organized for the sales department, including filing of any folders, reports, etc. Check and respond to Sales voicemails. Conduct site tours for walk-in clients if sales managers are unavailable. Update white boards at all 3 hotels with groups arriving and meetings on site. Assist with sales activities, including gathering of collateral, gifts, organizing of catered client events, inspect show rooms, and any other related task. Assist DOSM and GM with reports as requested. Comply with attendance rules and be available to work on a regular basis. Perform any other job related duties as assigned. R EQUIRED SKILLS AND ABILITIES: Must have the ability to communicate in English. Self-starting personality with an even disposition. Maintain a professional appearance and manner at all times. Can communicate well with guests. Must be willing to “pitch-in” and help co- workers with their job duties and be a team player. Ability to effectively deal with internal and external customers. Basic knowledge of mathematics and calculator skills to prepare mathematical calculations without error. Ability to communicate effectively both verbally and in writing in order to interact with vendors and department heads. Hotel reservations & Sales and Catering software program knowledge is helpful. Able to lift, grasp, carry and/or push up to 50 pounds. Ability to work flexible schedule, as well as being able to work shift standing on feet and walking throughout hotel or sitting for long periods of time. PERFORMANCE STANDARDS Customer Satisfaction: Our customers are what we are about. One of the keys to a positive guest experience is positive interaction with Crescent staff. It is essential that you remain professional at all times, and that you treat all guests and associates with courtesy and respect, under all circumstances. Every Crescent associate is a guest relations ambassador, every working minute of every day. Work Habits: In order to maintain a positive guest and associate experience, your work habits should always meet and strive to exceed hotel standards for work procedures, dress, grooming, punctuality and attendance. You should be adaptable to change in your work area and in hotel procedures with a willingness to learn new skills and/or improve existing ones, have the ability to solve routine problems that occur on the job and ask for help whenever you are not sure how to do something. Safety & Security: The safety and security of our guests and associates is of utmost importance to Crescent Hotels & Resorts. Every Crescent associate should adhere to the hotel security policies and procedures, particularly regarding key controls, lifting heavy objects, using chemicals, and effectively reporting safety hazards and safety concerns. NOTE: This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the associate’s supervisor. Furthermore, this description is subject to change, in the sole discretion of the Company, and in no way creates an employment contract, implied or otherwise; each associate remains, at all times, an “at will” associate. Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)