Sales and Events Coordinator

Sales and Events Coordinator Job Description

Jobs for Humanity is collaborating with Ace Hotel to build an inclusive and just employment ecosystem. We support individuals coming from all walks of life.

Job Summary

The Sales and Events Coordinator is responsible for supporting the Associate Director of Sales, Sales Manager, and Cultural Programmer with all aspects of the job, including contracts, proposals, resumes, BEOs, daily events reports, intro/thank you letters, and consumption. The Sales and Events Coordinator will distribute group/event information, memos, and materials to all related departments and communicate any changes and/or additions to related departments.

Key Responsibilities

1. Complete all contracts once the information is received from the Associate Director of Sales and Cultural Programmer and Event Manager.
2. Obtain all rooming lists, monitor rooming list cut-off dates, manage all room blocks, get all menu details, meeting room setups, refreshment break needs, postings, and any other additional needs of the client to ensure a successful event at the property for the Associate Director of Sales and Sales Manager.
3. Prepare and distribute BEOs and resumes as required to all department heads (please refer to group turnover for more details).
4. Act as a liaison between the sales and operations department of the hotel to ensure a successful event for the clients and all of the client's needs are met and communicated accurately and efficiently to all departments of the hotel.
5. Compile all banquet checks for each group while at the hotel.
6. Coordinate all audiovisual requirements of the client and ensure that proper equipment is ordered.
7. Participate in weekly sales meetings and operations meetings to communicate the upcoming group's needs.
8. With the Associate Director of Sales, reconcile the sales checkbook at the end of each month with the P&L.
9. Assist the Associate Director of Sales and Sales Manager with preparation of materials and client giveaways for sales trips.
10. Attend pre-con and work with the client onsite to go over BEOs and changes to the program agenda.
11. Order all office supplies each month for the sales office and update the checkbook.
12. Input all activities into Delphi, including but not limited to: preparation of proposals, contracts, letters, group bookings, activities, and site inspections.
13. Coordinate 'artist packets' with drink tickets, wristbands, etc. for artists from Accounting to Front Desk (see SOP for Processing Payment for Artists).
14. Provide support to the Associate Director of Sales on all communication and sales projects (CSRs and DMRs).
15. Coordinate with the Cultural Programmer all online marketing, including site updates for ACEPS with the Associate Director of Sales and with the Atelier (see SOP for Atelier Ace Digital Marketing Request Form and CSR).
16. Support the Associate Director of Sales and Sales Manager while they are out of the office on sales calls.
17. Receive incoming inquiries and qualify the business before forwarding to the Associate Director of Sales and Sales Manager.
18. Assist with PR efforts with coordination and forwarding requests to the Atelier (press).
19. Assist in ordering/maintaining collateral and promotional material.
20. Coordinate ordering and stock tracking of Sales and Marketing Materials & press kits (keep a PAR).
21. Conduct site inspections as needed.
22. To be proactive in all aspects of job requirements.
23. Liaise between all revenue outlets of the hotel and the Atelier (coordinating copy, images, agreements, art, deadlines).
24. Document drafting and editing.
25. Provide needed materials (logos, images, descriptions) to select affiliates.
26. Produce and coordinate purchase orders, check requests for all expenses relevant to sales/marketing and updating the sales checkbook daily.
27. Communicate all cultural elements to Managers and front desk staff, including all event details.
28. Work with the Cultural Programmer to administer contracts of all entertainment and artists, communicate details to F&B department for production including F&B credits.
29. Book all rooms for artists, communicate agreed-upon payments and coordinate checks.
30. Assist in the coordination and execution of cultural events. Includes preparation of BEOs, resumes, etc.
31. Maintain a current calendar of cultural events and communicate this calendar weekly to the Associate Director of Sales, GM, and Atelier.
32. Draft and finalize artist agreements under the direction of the Atelier.
33. Communicate equipment needs of all artists to F&B department for weekly and special events.
34. Knowledge of use of the listed software/programs and ability to adapt to a unique art culture within the hospitality industry: Opera, Delphi, Word, Excel, Outlook, PowerPoint; Adobe Suite Photoshop, Acrobat 7.0.
35. To be proactive in all aspects of job requirements.
36. Ability to multi-task, high level of organization, complete tasks in a timely manner, adhere to deadlines, and source reports.
37. Prepare weekly, monthly, and quarterly reports for the sales department as requested.
38. Professionally maintain all department files, reports, and miscellaneous correspondence.
39. Provide additional assistance to staff and customers as needed.
40. Any other task written or verbal, that is assigned by a supervisor or management.

The Sales and Events Coordinator may be required to perform the following duties from time to time:

1. Greet all clients as they arrive at the hotel to ensure that they have all required items.
2. Communicate all cultural elements to managers and front office staff, including all event details.
3. Maintain a current calendar of cultural events and communicate this calendar weekly to the Associate Director of Sales, GM, and Atelier.
4. Conduct walk-throughs of event spaces with clients 30 minutes prior to events.
5. Greet all clients as they arrive at the hotel to ensure that they have all required items.

Qualifications

1. Ability to satisfactorily communicate to management and co-workers to their understanding.
2. Strong communication skills.
3. Prioritize, organize, and delegate work assignments and special projects.
4. Ability to work in a fast-paced environment and perform under pressure in a timely and positive manner.
5. Ability to liaison and represent the hotel in a positive manner.

Education and/or Experience

A combination of education equivalent to graduation from high school or any other combination of education, training, and experience that provides the required knowledge, skills, and abilities. Microsoft Office and Excel in-depth knowledge required. Delphi software preferred.

Language and Mathematical Skills

1. Ability to understand guests' service needs and requests.
2. Ability to acknowledge the guests' request with a polite answer.
3. Must be able to satisfactorily communicate English with guests, management, and other associates to their understanding.
4. Additional foreign language preferred.
5. Ability to compute basic mathematical calculations.

Reasoning Ability

1. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
2. Ability to deal with problems involving operational issues maintaining a positive attitude.
3. Ability to compute basic mathematical calculations.
4. Ability to handle competing priorities.

Certificates, Licenses, Registrations

1. College and computer training preferred.

Physical Demands/Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The associate is required to walk, stand, bend at the waist, and sit at a desk, reach with arms. Uses legs and a straight body alignment to lift, carry items, weighing from 5 lbs. up to 50 lbs. as needed basis. The performance of this position may occasionally require exposure to the operation areas where under certain circumstances require the use of personal protective equipment such as closed-toed, slip-resistant shoes. Primary environment: ambient room temperatures, lighting, and traditional office equipment as found in a typical office environment.

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