Event Sales Coordinator

2 weeks ago

Portland, Oregon, United States Holiday Inn By the Bay Full time

The Holiday Inn by The Bay stands as Maine's leading conference service hotel, offering a unique blend of historical charm and modern amenities. Our establishment features a restaurant, lounge, pool, business center, and fitness room, all designed to enhance the guest experience. We are committed to excellence in conference services.

Position: Group Sales Coordinator - Full Time Year Round

We are in search of an individual with a vibrant personality and a true enthusiasm for the hospitality sector. The ideal candidate will possess strong interpersonal skills, meticulous attention to detail, and a proactive approach. The primary role involves coordinating and detailing small groups while also managing administrative tasks within the Sales Department. This position reports to the Director of Sales and collaborates closely with Group Sales Managers and Convention Service Managers. The role requires initiative, independent judgment, and discretion, with exceptional organizational skills being essential.

Key Responsibilities

Group Coordination

  • Engage with clients to collect essential details regarding their events.
  • Develop Banquet Event Orders (BEOs) and Resumes for assigned groups.
  • Ensure accurate and timely communication of client requirements and modifications to the hotel team.
  • Oversee the Wedding Courtesy Block program.
  • Maintain a firm stance on client requests and requirements.

Administrative Support

  • Assist with phone, email, and in-person inquiries from group guests.
  • Help distribute incoming leads and inquiries.
  • Manage mail distribution effectively.
  • Monitor and replenish supplies such as forms, computer paper, and ink.
  • Prepare and update weekly schedules and Banquet Event Orders for distribution.
  • Support sales staff with correspondence as directed.
  • Receive, log, and inventory incoming package deliveries for conferences and hotel staff.
  • Perform basic administrative tasks including scanning, copying, and faxing.
  • Undertake additional duties as assigned by management.

Qualifications

  • Experience in the hotel industry is strongly preferred.
  • Familiarity with Amadeus software is advantageous.
  • Proficiency in Microsoft Office Suite is required.
  • Exceptional organizational and detail-oriented skills are essential.
  • Strong communication skills are a must.
  • A minimum of one year of administrative experience is necessary.
  • Ability to lift up to 15 pounds is required.
  • Knowledge of business English, including spelling, grammar, and punctuation, is important.
  • A high school diploma or general education degree (GED) is required; a college degree is preferred.

Experience the best of Portland, Maine, at the Holiday Inn By the Bay, where we seamlessly blend convenience, entertainment, and scenic beauty to create an ideal environment for every traveler. Our spacious accommodations offer stunning views, capturing the essence of Portland's culture and charm.

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