s u n d a n c e
Job Title: Sales and Catering Coordinator
Department: Sales
Reports To: Director of Sales
Rate of Pay: $19.00 / hour
Shift: Must be available M-F, 9:00 AM - 5:00 PM, variable work week 5 days/ 40 hours a week. Able to work evenings, weekends & holidays for special events
FLSA Status: Non-exempt, FTYR Hourly
SUMMARY
Provide support to Sales and the Catering & Conference Services department in all facets of the sales and event servicing processes including phone and email solicitation, planning and servicing event, and post-event follow up. Position will work closely with all departments at the resort.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
The primary responsibility is to provide administrative support and coordination for the Sales Department and secondary support to the Catering & Conference Services Team and Marketing Team.
Answer all incoming telephone calls exhibiting clear, accurate and positive communication skills.
Respond to general telephone and email inquiries.
Manage a high volume of incoming calls.
Qualify all incoming inquiries for direction to the appropriate sales or catering manager.
Assist managers with daily administrative duties.
Prepare weekly and monthly sales reports for the Director of Sales.
Generate reports in Amadeus (Salesforce) and process reports at the request of the DOS and the sales and catering managers.
Produce, copy and distribute contracts and proposals, group resumes, banquet event orders, billing and introduction packets as requested.
Document sales leads, client contacts and group activities in Amadeus
Update and distribute daily reports, maintain group files, continually update and check the accuracy of information disbursed to clients.
Coordinate reservation request forms, amenities, banquet event orders and proposals for VIP clients when needed. Manage invoices, POs, check requests and other miscellaneous paperwork.
Assist with special projects as needed.
Assist with preparation for trade shows and sales trips.
Run business errands as needed on and off property.
Perform clerical duties such as typing, scanning, faxing, copying, filing, taking meeting minutes, sending out collateral, etc.
Maintain all office equipment - order and pick up supplies.
Greet, receive and assist guests, clients, and visitors.
Answer questions and concerns; follow through either to resolution or refer to the appropriate manager.
Act as a liaison between clients and management.
Meet with clients and conduct site tours of function space and lodging rooms.
Share the Sundance story of land preservation and environmental commitment as the opportunity arises.
Answer guest questions regarding resort environmental initiatives and processes.
Take initiative, multi-task. and act independently and as part of a team in a fast paced environment.
Display excellent verbal and written communication skills and manage multiple projects and responsibilities with ease.
Be well organized, detail-oriented, pleasant, out-going, self-motivated and career minded.
Coordinate activity and dining reservations for groups, as assigned by the Catering Team.
ALL SUNDANCE REPRESENTATIVES ARE EXPECTED TO:
Embrace and promote all facets of the Sundance Guiding Principles: vision, mission, service guidelines, and values.
Exhibit job and product knowledge to accurately support and promote all Sundance departments, amenities and programming ventures.
Strategically balance customer, business, and employee needs.
Be flexible to meet business demands, work well under pressure, meet deadlines and manage time appropriately.
Work with a broad based constituency and provide excellent service to all internal and external guests.
Demonstrate cooperative behavior with colleagues and supervisors.
Keep all information confidential as directed in the confidentiality agreement.
Support and comply with all Sundance policies, procedures, and standards.
Protect Sundance assets.
Be an ambassador of Sundance inside and outside of work.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associate's degree (A.A.) or equivalent from two year college or technical school; one to two years related experience and/or training; or equivalent combination of education and experience.
A strong background in hospitality with excellent phone, computer and customer service skills with demonstrated attention to detail.
Prefer prior administrative experience.
TECHNICAL/COMPUTER SKILLS
Must be computer proficient in Microsoft Office: Microsoft Word, Excel, and PowerPoint. Proficient typing skills (minimum 40 w.p.m.). Amadeus and StayNTouch experience a plus. Assist managing the Sundance Pinterest page and some social media platforms.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
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.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.
The Sales Department has an office in Provo, UT where employee will be expected to work multiple days a week. Employee is expected to work on site at Sundance Mountain Resort to meet with clients, attend in person meetings, etc. Employee's schedule will change from week to week based on business demands.