Sales & Catering Coordinator

SUMMARY:
Assists and supports the Sales & Catering Department by performing the following duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)
•    Performs general administrative duties including typing, filing, word processing, and answering phones and taking detailed messages.
•    Answers phones and takes detailed messages 
•    Coordinates catering and group related activities 
•    Maintains a filing system, reports, and pertinent hotel records.
•    Answers/ forwards client requests, complaints or questions in a courteous and timely manner.
•    Data entry, prepares contracts, BEO’s, proposals, group pick up report, daily events report
•    Compose and reply to correspondence based on organizational practice, policies, and procedures.
•    Efficiently handle inquiries in absence of Director
•    Collaborate with Sales, Marketing, and Catering Department with purchases of any supply needed.
•    Attend department and hotel meetings as necessary
•    Liaison for group contacts during contracting and arrival 
•    Verify group blocks transfer correctly from any system to PMS including rooms and rates. As well as input group reservations into PMS
•    Coordinates and services convention business from the time of assignment through meeting dates until final payment of account 
•    Contribute effective ideas to client strategic planning and analysis processes
•    Ensure all activities and services are performed to planned specifications to help ensure guest satisfaction and repeat business
•    Ensure that all BEO’s and paperwork has been completed properly and on a timely basis
•    Ensures proper billing to guest folios and master accounts
•    Contribute to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task 
•    Works closely with the F&B Management Team 
•    Enter Amenities, Print Amenity Card & Envelope    
•    Prep and check the spaces prior to meetings, inclusive of in-house meetings
•    Coordinates functions and activities with other department heads as appropriate including all in-house department meetings and events.
•    Complete Permit Request & Hold Harmless/ Liability Form
•    Contact clients for social events regarding upcoming payment
•    Adheres to all Trump Miami Service Standards.
•    Additional duties and responsibilities assigned

QUALIFICATIONS REQUIREMENTS:
To perform this job, an individual must be able to perform each essential duty satisfactorily. The requirements listed 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:
High school diploma or general education degree (GED); plus one to two years related experience and /or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before customers, clients or fellow team members.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentages.

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.

OTHER SKILLS AND ABILITIES:
Computer skills are necessary i.e. Word, Powerpoint, Daylight or Delphi computer experience is helpful. Must type a minimum of 45 wpm.

PHYSICAL DEMANDS:
The physical demands describe here are representative of those that must be met by a team member 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 sit and talk or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools. The team member must frequently lift and/ or move up to 10 pounds.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those that a team member must be able to handle to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform in this environment.
The work environment is varied. Work is performed in both guest contact and non guest contact areas.
Noise level in the work environment is usually moderate.