Wedding Sales Coordinator

Job Title: Wedding Sales Coordinator 

FLSA Classification: Non-Exempt, Full-Time 

Salary Range: $23.00-$25.00, per hour

Reports to: Director of Sales and Event Services 

JOB DESCRIPTION

Summary/objective: The Wedding Sales Coordinator has an overall responsibility to perform administrative and operational duties that assist in the seamless operation of the sales department.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Greet each guest, enthusiastically and with a smile to create a friendly positive experience.
• A neat professional appearance must always be maintained, along with a respectful, open- minded demeanor to reflect the philosophy of the organization.
• Act as an ambassador for the brand including upholding Saybrook Point Resort & Marina service standards.
• Implement the brand service strategy and applicable brand initiatives in all aspects of the sales process and focus on building long-term, value-based customer relationships that enable achievement of the hotel sales objectives.
• Confirm all wedding details to include pre-wedding, wedding and post-wedding events with accuracy in order to create BEO’s and Floorplans.
• Secure customer signature on all BEOs and distribute BEOs to operations within the time and parameters set forth by the department.
• Meet with clients for detailing appointments and set up detail calls with clients to ensure that all expectations are clearly set and all details are accounted for.
• Collect and process appropriate deposits/payments/final payments as outlined in sales contract.
• Input and manage group room blocks and properly communicate all guest requirements and expectations to operational departments by completing and sending out Group Resumes and attending weekly Group Resume Meeting.
• Attend and assist with hotel sponsored Group Tastings for contracted wedding clients.
• Work closely with Wedding Sales Manager, Banquet Team, Culinary Team and attend BEO’s meetings to ensure guest satisfaction and clear communication of all event details.
• Meet with clients 3 days before wedding for final drop-off of all wedding items and introduce Banquet Manager and/or Captain.  Review all details at that time to ensure accuracy and guest satisfaction.
• Preview all room set-ups to ensure that all details are correct.
• Be present at all weddings from two hours prior to start through the entrée course and work with Banquets to ensure accuracy and guest satisfaction.
• Maintain all sales files including electronic files and making file folders and labels for physical files.
• Produce sales kits; including Wedding, Social and Corporate
• Assisting with the office responsibilities, including, distribution of the daily change sheet, daily reader boards, weekly packet distribution and office filing.
• Participate in department projects as directed by Director of Sales
• Act as a support in maintaining the sales process by
  • Returning inquiry phone calls and meet with walk-in guests as needed.
  • Monitoring the effective resolution of guest issues that arise as a result of the sales process by creating mechanisms to channel issues to property leadership and/or other appropriate stakeholders
• Perform all other duties as assigned by management.
• Be fully aware of and comply with hotel policies and procedures as identified in the procedure manual and handbook.
• Adhere to all Health and Safety policies and procedures.

Work environment

• Working conditions are based in a hospitality setting.
• Associates may be exposed to weather conditions prevalent at the time.
• Noise level in work environment is usually moderate.

Physical demands

• To perform this job successfully, the individual must be able to stand, move and work throughout the office area and property, including walking up to 1 mile, climbing stairs and sitting at a desk/workstation for the duration of the shift.
• While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.
• The associate must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by the job include close vision, distance vision, and the ability to adjust focus.

Work authorization/security clearance requirements

Saybrook Point Resort & Marina requires all newly hired employees to provide documentation that they are legally authorized to work in the United States.

Affirmative Action/EEO statement

Saybrook Point Resort & Marina is an equal opportunity employer and does not discriminate against otherwise qualified applicants on the basis of race, color, religion, sex, national origin, age, disability, genetic information, gender identity or expression, or veteran status.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Competencies

• Online savvy, with web, social media and e-commerce expertise.
• Strong organizational and clerical skills
• Positive interpersonal skills with a focus on teamwork
• Ability to read and comprehend instructions and correspondence.
• Full proficiency in Microsoft programs including Excel, Word.

Required education and experience

• Highschool Diploma or GED

Preferred education and experience

• Lodging sales experience.
• Administrative and/or clerical experience
• Hotel industry work experience

Additional eligibility requirements

• Be familiar with all Hotel services/features and local attractions/activities to respond to guest inquiries accurately.
• Maintains high standards for work area and appearance and presents self in highly professional manner to staff and guest.
• Available days, evenings, weekends, holidays and extended hours as business dictates.

Salary : $23 - $25