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Event Services Coordinator

2 months ago

South Lake Tahoe, California, United States The Coachman Hotel Full time
Job Overview

The Event Services Coordinator plays a vital role in supporting the Director of Sales & Marketing, Convention Services Managers, and Sales Managers in ensuring client satisfaction. This position involves performing administrative and clerical tasks related to guest and hotel communications through the sales team, along with light sales responsibilities for small groups and events.

Key Responsibilities

Qualifications:
  • Relevant college coursework is advantageous.
  • Prior experience in a hotel or similar environment is preferred.
  • A High School diploma or equivalent is mandatory.
  • Typing speed of 55+ wpm is required.
  • Proficiency in Microsoft operating systems, OnQ, and Delphi is essential.
  • Clear communication skills are necessary.
  • Ability to quickly assess and choose among various options is crucial.
  • Capability to perform well in high-pressure situations is important.
  • Maintaining composure and objectivity under stress is expected.
  • Effective problem-solving skills, including anticipation and resolution of issues, are required.
  • Ability to assimilate complex information from various sources and adapt it to specific needs is essential.
  • Strong listening skills to understand and resolve concerns from coworkers and guests are important.
  • Basic understanding of financial information and arithmetic functions is necessary.
Job Duties:
  • Engage with guests and associates in a friendly, attentive, and service-oriented manner.
  • Adhere to attendance standards as required by scheduling, which may include weekends and holidays based on business needs.
  • Maintain high standards of personal grooming and appearance in line with company dress code.
  • Comply with all company standards and regulations to promote safe and efficient hotel operations.
  • Organize and maintain sales files according to specified standards.
  • Oversee the Accounts Coverage Program.
  • Handle incoming calls professionally, ensuring inquiries are addressed accurately and promptly.
  • Prepare sales contracts, BEOs, correspondence, reports, and other documents as needed by the sales team.
  • Keep the office organized and efficient through effective file management.
  • Ensure Delphi is consistently accurate and functioning properly.
  • Assist managers with creative projects, including proposals and special events.
  • Facilitate timely communication within the department and with other departments.
  • Collaborate with the Convention Services Manager to detail upcoming functions, confirming arrangements as necessary.
  • Distribute BEOs, changes, rooming lists, signed contracts, and revisions to relevant departments.
  • Assist guests and clients with minor requests and complete necessary paperwork for management.
  • Conduct site inspections for the department as required.
  • Enter group pickup data into sales pro daily and manage data entry into Delphi and end-of-month reports.
  • Maintain a steady flow of thank-you letters for groups/functions and distribute them accordingly.
  • Monitor and order office supplies and sales materials to ensure adequate stock levels.
  • Contact clients for guarantee numbers for functions and manage AV orders.
  • Organize in-house deliveries, welcome letters, and transportation schedules as needed.
  • Perform additional tasks related to Sales, Marketing, and Convention Services as required by management.
  • Familiarize oneself with all company sales policies and house rules.
  • Ensure associates are consistently attentive, friendly, and courteous to all guests and team members.
Company Overview

The Coachman Hotel is dedicated to delivering exceptional hospitality experiences. As a prominent player in the hotel industry, we pride ourselves on our commitment to service excellence and guest satisfaction. Our team is passionate about creating memorable moments for our guests while achieving outstanding results.

Benefits

Upon completion of an initial waiting period, full-time employees are eligible for a comprehensive benefits package that includes:
  • Competitive pay structure
  • Medical, Dental, and Vision Coverage
  • Short-Term and Long-Term Disability Income
  • Term Life and AD&D Insurance
  • Paid Time Off
  • Employee Assistance Program
  • 401k Retirement Plan
Compensation

Minimum: USD $19.32/Hr.

Midpoint: USD $24.16/Hr.

Maximum: USD $28.99/Hr.