SUMMARY

The Group Sales Coordinator is responsible for ensuring that all arrangements and requirements are gathered for groups prior to arrival. Under the direction of the Sales Account Manager, they read and analyze the contracts to gather guest’s requirements, determine proper accommodations, setups, catering, audio visual, and timeline and give attention to any special guest needs and manage all invoicing, billing, and deposit through final billing. This individual will also perform a wide range of clerical and administrative duties to support the daily operation of the Sales and Marketing Department.

DUTIES & RESPONSIBILITIES

• Answer telephones in the Sales Office and take accurate messages to respond to telephone inquiries by determining client’s needs and specifications for referral to Marketing and Sales Team.
• Assist with typing of the Banquet & Sales correspondence.
• Distribute promptly to all departments about notice of any change in the Banquet Event Order
• Prepare signage and menu items for all banquet event functions.
• Sending Banquet Event Orders and Group Contracts for Approval to Customers
• Contact customers to remind them before due dates.
• Develop and maintain positive working relationships with others and support the sales and marketing team to reach common goals.
• Ensure prompt responses for all inquiries by telephone & email.
• Ensure that all the administrative documents are prepared for the hotel sales team and included in the BEO.
• Ensure orders and requisitions for catering and banquet departments are completed.
• Responsible for attending periodic sales meetings and circulating minutes of the meetings and regular follow-ups.
• Respond and act upon special requirements requested by the customer.
• Update event calendars.
• Perform all duties as deemed necessary for the success of the department.
• Interpreting and servicing terms of contract for Banquet Events. Ensuring guest room, meeting and event logistics are planned, communicated to and executed by respective departments and team members.
• Master Banquet & Catering Event Billing
• Guiding Event Service Managers and providing administrative support.
• Responsible for in-house displays (including digital screen, marque board, and display boards in elevators, etc.).
• Maintains thorough knowledge of the hotel's group policies and procedures as well as a complete and thorough knowledge of the Hotel, hours of operation, in-house promotions, location of facilities, room layout, features, events in the Hotel, and points of interests of surrounding areas acting as a concierge service for all groups.
• Administers group events including placing welcome baskets in group contacts' room and taking care of any accommodations for event groups.
• Ensures all documents produced by the Sales & Catering Department (i.e., BEO's, contracts, rooming lists, proposals) are completed accurately and on time and performs a range of operational support activities to include, but not limited to establishing, maintaining, and updating files, records, and other documents.
• Responds quickly to guest requests in a friendly manner. Follows up to ensure guest satisfaction.
• Monitor and respond to web-based requests for information of booking events.
• Other duties as assigned.