Sales Group Site Coordinator - Caribe Royale Orlando Hotel

Scope of Position

The Sales Group Site Coordinator will be responsible for providing comprehensive support to the Site and Travel Manager in the full lifecycle of the planning and executive of the sales site inspection, while assisting with the coordination of the travel- related events. Additionally, the role will provide operational assistance to the Group Sales Manager to support the contracting and closing process of group business. All of this should contribute to a seamless workflow that enhances the client relationship and helps secure successful group business outcomes.

Position Requirements

• Minimum 1 year of coordinator experience in a hotel preferred.
• Professional demeanor appropriate for a resort environment.
• Detailed-oriented, quality focused, and resourceful with excellent verbal and written communication skills.
• Effective planning and organizational skills to implement multiple projects and meet deadlines.
• Ability to effectively deal with internal and external clients.

Responsibilities

• Communication with various departments for Site Inspection preparations and needs.
• Making room and transportation reservations
• Amenity form creation and distribution
• Client gift preparation
• Assisting with branding communication and confirmation once needs are identified by the manager and creative is completed.
  • FedEx and Marketing communication and calendar appointments as needed
  • IT and F&B calendar appointments as needed for logo projection
  • Updating logo projection calendar accordingly.
• Sending and receiving custom gifts/site enhancements to and from our vendors.
• Organizing client profile forms
• Banquet Event order creation in Delphi and Restaurant Event order creation.
• Day of Execution
  • Checking show suites and client suites
  • Checking venue restaurants - table set up
  • Communicating with Banquets on set up and passing off any customized enhancements that were curated by the manager
  • Checking branding is properly installed
  • Dropping off gifts to ISD to deliver
  • Communicating with Valet/ Bell stand on day of arrivals.
  • Picking up Suite Keys for any check ins from VIP team.

• Managing the Photo's Folder and uploading photos from all sites
• Managing the Site Folder and putting a copy of all site details into the Public Drive for Events to access for Pre Plannings.
  • Gifts / Amenities / Client Profiles / BEO's and REO's / Branding / Photos of Site / CSI
  • Turnover of the specific site folders to the events team when groups have been made definite
• Sales Travel assistance
  • Assisting with the actual travel amounts by collaborating with the other Sales Coordinators with their respective manager's travel expenses
  • Marketing requests for Travel related collateral when needed and curated by manager.
• All Sales Manager expense reports
• Sales Travel and vendor invoicing
• Purchase orders in Adacco
• Merge and prepare contracts via Delphi and other contracting responsibilities within Delphi.
• Create amendments
• Invoicing for countersigned contracts
• Contract turnovers

Education

• High school diploma or GED; 2 years' experience in guest services, administrative, or related professional area.

OR

• 2-year or 4-year degree from an accredited university in Hotel Management, Hospitality, Business Administration, or related major.

Skills and Abilities

• Ability to communicate in the English language. Second language is a plus.
• Ability to work flexible schedules including holidays and weekends and able to perform multiple tasks.
• Experience using computers and software programs such as Microsoft Office (Word, Publisher, Excel, PowerPoint, and Outlook).
• Comfortable with the use of the Internet as a research tool.

Physical Requirements

• On a continuous basis, sit at a desk for long periods of time in front of a computer screen.
• Intermittently twist to reach equipment or supplies surrounding desk.
• Perform simple grasping and fine manipulation; use telephone and computer keyboard daily.
• Must be physically fit to lift, pull, and push items up to 50 pounds.
• Also requires standing/walking/reaching and bending throughout shift.

I acknowledge that I have reviewed the Sales Group Site Coordinator job description. This is a summary of the main responsibilities for this position. Business demands dictate work hours and schedules. Attendance and timeliness are a requirement of this position. Management retains the discretion to add or change the duties of this position at any time, to meet our guests' needs. I understand that I must also adhere to the property service standards, as well as grooming and uniform standards specific to this position, always maintaining a neat and clean appearance. I will also adhere to any OSHA (safety) practices and wear any assigned PPE (personal protective equipment) as needed.