Event Sales Coordinator

1 week ago

San Diego, California, United States The Westgate Hotel Full time

Position Overview:
You are the perfect fit for this role if you possess a background in the hospitality and event sectors, excel in collaborative settings, enjoy engaging with event attendees, and are dedicated to supporting team success. Your primary responsibility will be to assist the Catering Manager and Convention Services Manager with various administrative tasks on a daily basis.

Key Responsibilities:
Your duties will include managing daily sales operations such as inquiries, site visit preparations, proposals, contracts, client communications, event planning, and the overall management of group information. You will uphold the highest standards of integrity and professionalism, demonstrating a service-oriented mindset and a genuine, caring demeanor at all times.

  • Collaborate closely with the Catering Manager and Convention Services Manager.
  • Assist in the planning and execution of events as directed by the Catering Manager and Convention Services Manager.
  • Draft, edit, and prepare proposals and contracts for potential clients on behalf of the Catering Manager and Convention Services Manager.
  • Develop, complete, and maintain Banquet Event Orders.
  • Engage with Managers and Clients to gather essential event details while maintaining the master BEO binder.
  • Prepare for site visits by arranging client amenities, welcome cards, showcasing rooms, site profiles, and any necessary inter-departmental communications to ensure a successful client experience.
  • Coordinate and relay critical information for each event to the respective departments.
  • Input meeting space requirements, room rates, and room blocks into the hotel's database system.
  • Verify that contracts accurately reflect the space and rooms reserved in the hotel's operating system.
  • Disseminate catering and group sales information to other departments as required.
  • Create guestroom reservation requests on behalf of the Sales and Catering Managers.
  • Provide phone coverage for the sales and catering office, qualifying leads and directing them to the appropriate Manager while ensuring client needs are met.
  • Maintain weekly and monthly sales reports.
  • Communicate professionally and positively with both guests and colleagues.

Additional Responsibilities:
This position typically requires 40 hours over a five-day workweek, generally Monday through Friday, with variability based on operational needs. Flexibility to work some weekends and holidays may be necessary to oversee event execution and serve as the on-site hotel contact. You may also be tasked with special projects and responsibilities as assigned, including participation in task forces and special hotel committees.

Qualifications:
Competencies:

  • At least 1 year of experience in a Hotel Sales & Catering department or relevant administrative role is preferred.
  • Excellent communication and computer skills, particularly in Microsoft Office.
  • Outstanding organizational, interpersonal, and administrative abilities, with strong time management skills and meticulous attention to detail.
  • Familiarity with Opera PMS and working knowledge of Opera Sales & Catering and DelphiFDC is preferred.
Physical Requirements:
  • Occasional lifting, pushing, pulling, and carrying of items such as tables, chairs, and boxes (up to 50 lbs).
  • Bending and kneeling for tasks like securing cords and tidying up after events.
  • Mobility to assist clients promptly, covering variable distances.
  • Continuous standing for function observation and client site inspections (ranging from one to four hours).
  • Effective communication, both in person and via telephone; dexterity in handling objects and controls; reaching with hands and arms.
  • Work primarily in an office environment, necessitating the operation of standard office equipment.
  • Prolonged periods of sitting at a desk and working on a computer.

Benefits:
We offer a competitive benefits package, including:

  • $200.00 Referral Bonus after 90 days of employment for each successful referral.
  • Flexible scheduling options for both full-time and part-time positions.
  • Comprehensive benefits for full-time employees (30 hours per week) after 60 days of employment, including Medical, Dental, Vision, and Life insurance.
  • Discounted hotel stays.
  • Employee meals provided.
  • Membership discounts at AquaVie Fitness & Wellness Club.
  • Opportunities for training and career advancement.
  • Discounts at Grand America Hotels & Resorts properties.
  • Convenient access to public transportation.

Work Environment:
This role operates within a professional setting, adhering to the principle of "Employees First and Guests Always."

Note:
This job description is not intended to be an exhaustive list of all activities, duties, or responsibilities required of the employee. Responsibilities may change at any time with or without notice.

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