Sales and Catering Coordinator
2 weeks ago
The Sales and Catering Coordinator supports the Director of Catering Sales, Director of Group Sales, and Leisure Sales Manager and is responsible for supporting the Sales & Catering functions.
DUTIES AND RESPONSIBILITIES
Assist Sales Managers with input of inquiries, leads, activities in Delphi when needed.
Maintain an accurate Delphi database and update contact information when necessary.
Perform administrative responsibilities to include contracts, estimates, proposals and banquet event orders.
Complete Group and Wedding Turnover Files from Sales to Conference Services and then completion.
Create and print menu cards and buffet food labels as needed.
Update Delphi pricing, item, and contract forms.
Qualify and transfer all incoming leads, via phone, email, and in person, to appropriate Manager.
Maintain accuracy of any third party diagram software. Ensure diagrams are standard in client proposals and provided to banquet operations with Banquet Event Orders (BEO's).
Provide account management support when Sales Managers are out of the office including but not limited to; checking email, informing Sales Managers of any customer issues.
Generating reports such as GRC, group pick up reports and assisting with communicating if a client is at risk of paying for attrition.
Assist the Sales Managers by filing important documents and communicating relevant information.
Assist the Sales Managers with presentations and special projects.
Arrange and coordinate meetings, events and any appointments.
Record, transcribe and distribute minutes of meetings.
Interaction with client in regards to leads, hotel needs and client travel.(site alerts).
Meets with clients in the absence of the Sales Managers to effectively and professionally convey details of the sale to the client.
Perform hotel site tours with potential clients when needed.
Monitor, screen, respond to and distribute incoming communications.
Create and manage Company and Travel Agent profiles on the property management system; should know the process of merging profiles.
Conduct research and collect data to prepare reports and documents.
Coordinates necessary arrangements with vendors relating to events.
Additional responsibilities and/or special assignments may be required at the request of the hotel management.
Maintain cooperative relationships and open lines of communication with leaders of operational departments to ensure concept execution of programming and product offerings.
Answer client / bookers questions about property facilities/services. (e.g., hours of operation, rates and room types, entertainment, restaurants etc.).
Notify/coordinate customer specifications with other departments and quickly, efficiently respond to customer issues, comments and problems to ensure a quality experience and enhance future sales prospects.
Works with Accounting/Finance to ensure deposit and payment schedules are maintained and deposits are collected.
Review Opera to make sure Posting Masters are set up according to the contract.
Leisure Sales Support:Review weekly arrivals reports, ensuring leisure guest reservations are properly codes, amenities are properly delivered, etc.
Responsible for maintaining consortia programs; updating intranet sites (Virtuoso, AMEX, Signature, etc), and participation in various marketing tactics.
Build familiarity and relationships with TOP TA / Auberge accounts.
Assist Leisure Sales Manager in the implementation and management of leisure promotions.
Collaborate with third-property sales channels to coordinate sales efforts effectively.
Follow-up with TAs to answer property and area specific questions. Work with reservations / itinerary design teams to draft creative proposals and property offerings.
Coordinate Familiarization Trips with Leisure Sales Manager: build room block, update reservation notes, design itinerary, coordinate amenities, and distribute property-wide site alerts.
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