Sales & Marketing Coordinator

6 days ago

Tucson, United States Disability Solutions Full time
Relax and recharge at Loews Ventana Canyon Resort, a top choice among Arizona luxury resorts. Whether you explore the best of Tucson or enjoy the stunning Catalina Mountain range, you can consider us your desert oasis. Welcome to a Sonoran Escape for the Senses.

The Administrative Assistant assists Sales Managers, Catering Managers and/or Conference Managers in providing world-class contracting, preparation, coordination and servicing of Hotel Customer base. Administers proposals, contracts and written correspondence in conjunction with Sales/Catering Team to communicate contractual information, event details and changes in conference programs to appropriate hotel operating departments and partnering teams.

Duties and Essential Functions
  • Ability to juggle multiple tasks & projects with superb accuracy in a fast paced environment
  • Strong administrative skills and attention to detail
  • Exceptional customer service skills, over the phone and in person, with customers and internal departments
  • Ability to manage different personalities, work styles and needs
  • Write (or review) and distribute emails, correspondence memos, letters and customer specific communications as requested
  • Assist in the preparation of regularly scheduled reports
  • Assist with return phone calls. Qualify leads with additional details. Help clients with details on upcoming groups
  • Coordinate reservations and amenities for Managers. Ensure room is ready and amenity delivered prior to arrival
  • Assist with special project tasks, including mailings, sales blitz lists and other sales related activities
  • Prepare contracts for Sales and Catering Managers; merge, alter and distribute for a tentative booking
  • Assemble proposals and regret correspondence for Sales and Catering Managers
  • Create Post Convention Reports, merge corresponding thank you letters
  • Conduct Site Visit Tours as needed for Sales and Catering clients
  • Send first contact template response to Catering inquiries with basic hotel information
  • Assist in managing execution of small one-day meetings or rooms only programs
  • Work directly with Operations/Restaurant to help coordinate the handling of functions
  • Communicate with Catering and Conference events to inform cut off dates, review pickup reports for straight-line availability
  • Assist with event execution including walking meeting rooms to ensure set is accurate, greeting meeting planners in meeting rooms on event days, and communicating requests to appropriate department for execution
  • Other duties as assigned

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