Sales & Catering Coordinator

POSITION SUMMARY:

It is the primary responsibility of the Sales & Catering Coordinator to assist and support the Director of Sales and Sales Managers with clients and hotel personnel in the handling of group sales and catering accounts. The Sales & Catering Coordinator assists in the processing of Banquet Event Orders (BEO's), group resumes and contracts. Servicing accounts including but not limited to coordinating menu requests and ensuring that events are set up in coordination with the hotel's Banquet Manager. Assists the Director of Sales to coordinate sales calls, trade shows and other industry-related events. Additional projects could include lead generation, account research, etc.

POSITION RESPONSIBILITIES/DUTIES:

• Promptly answer telephone calls following hotel standards using clear and positive communication.
• Transfer information accurately to sales team and disseminate information and facts to relevant accounts and/or departments.
• Type correspondence as directed by management using provided computers.
• Process the group turnovers to include contracts, BEO's, room requests and amenities to relevant departments throughout the hotel.
• Listen and extend assistance to resolve problems such as price conflicts, menu description, banquet facilities, guarantees and seating charts.
• Works as main point of contact for catering only groups.
• Pull sales activity & production reports from Delphi as requested by DOS or Sales Managers.
• Conduct client site inspections as needed and assist in setting up site rooms for catering-only groups.
• Serve as main point of contact for Triple George Grill Restaurant.
• Ordering of office supplies & necessary materials as needed for the sales department.
• Responsible for processing payment and rooming lists for groups as requested.
• Assist in inputting account data and running production and activity reports as requested.
• Maintain filing, traces and general office services in accordance with normal operation procedures.
• Act as a lead catcher for catering and sales leads and ensures that these are routed to the Director of Sales in a timely manner.
• Promptly respond to requests for information on hotel facilities and menus.
• Attend all catering meetings (BEO meetings) and Food and Beverage and Department Head meetings when necessary.
• Conduct tours of the ballrooms function and the hotel and meet with clients as needed.
• Responsible for generating BEO's for groups and distributing to team members prior to BEO Meeting.
• Coordinate services for events, such as accommodation and transportation for participants, facilities, catering, signage, displays, special needs requirements, printing and event security.
• Arrange the availability of audio-visual equipment, displays, linens and other event needs.
• Always maintain and promote hospitality.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

• High School Diploma or equivalent.
• Strong organizational and multitasking abilities.
• Thorough knowledge of Microsoft Word, Excel and Delphi.
• Adhere to grooming standards. Must dress in professional business attire.
• Ability to monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any problems that arise.
• Ability to evaluate and select providers of ancillary services according to customer requirements.
• Ability to maintain records of event aspects, including event agenda and/or financial details.
• Ability to conduct post-event evaluations to determine how future events could be improved.
• Knowledge of obtaining permits from fire and health departments to erect displays and exhibits.
• Customer-oriented with a proactive attitude.
• Must be able to work a flexible schedule including weekends and holidays.
• Must be able to comprehend all information and documentation.

PREFERRED REQUIREMENTS:

• Previous experience in a similar role within the hospitality or catering industry.
• Ability to coordinate multiple events simultaneously, ensuring deadlines are met and quality standards are maintained.
• Fast and accurate typist.
• Experience with multi-line phone system.
• Excellent communication skills.

PHYSICAL REQUIREMENTS:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.
• Ability to work in an environment that is subject to varying levels of noise, crowds, and smoke.
• Follow all safety procedures as established by the company.

This job description in no way states or implies that these are the only duties to be performed by the team member in this position. It is not intended to give all the details or a step-by-step account of the way each procedure or task is performed. The incumbent is expected to perform other duties necessary for the effective operation of the department.

Downtown Grand is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act. Downtown Grand will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current team members to discuss potential accommodation with the team member.