Sales and Catering Coordinator

Sales And Catering Coordinator

The National Conference Center is one of the largest and most comprehensive conference centers and learning and development campuses in the nation with 917 guestrooms and 270,000 square feet of conference and event space. Located in Leesburg, Virginia along the Potomac River near Washington DC, The National delivers the country's foremost learning and meeting experience. The National offers a unique combination of extensive conference facilities and guest lodging to create the ideal environment for participant development. Our multipurpose venue offers tremendous flexibility to provide the perfect environment for a variety of line level training, executive education, and professional development programs.

The National Conference Center is seeking a Sales and Catering Coordinator who will provide administrative support to the Sales, Marketing, and Business Development Managers: planning details, communicating among internal departments and distributing materials for upcoming and in house groups.

Essential tasks include:

• Responsible for timely administrative duties: distributing mail, emailing, faxing, copying, phone support, prepare shipping/overnight packages, and provide back-up support for the managers as requested.
• Process contracts, BEOs, file folders, and other related documents and distribute them to appropriate departments.
• Produce information letters on NCC and e-mail them with a sales kit per manager request.
• Process all direct bill application requests and obtain approvals.
• Verify from the booking report that all files are made and that all bookings are turned definite in a timely manner.
• Type and mail thank you letters as well as coordinating direct mail effort and follow through keeping appropriate records.
• Process office supply orders.
• Field incoming calls and email, passing to appropriate managers or taking message for with manager.
• Create and distribute event proposals, group resumes, function sheets, and other related documents.
• Create, compile, and distribute welcome letters, logistics letters, tent cards, door signs, name badges, parking passes, group information, set-up sheets, introduction packages, and any other necessary information.
• Plan meetings as defined by specified criteria and assist with on-site management, customer requests, and special needs.
• Compile and distribute pop-ups, revisions, late distribution, group information, set-up sheets, loop road and directional signs and any other necessary information.
• Aid with rooming lists, transportation needs, and function sheet changes as requested.
• Record and track site tour passes and maintain log of all contracts, proposals, etc for managers.
• Act as point of contact and be responsible for office coverage during absence of manager and process messages/requests in a timely manner.
• Assist with customer follow up after meeting a function to evaluate the event.
• Attend and participate in pertinent staff and departmental meetings, maintaining and distributing meeting minutes as needed.
• Run reports for managers updating them on the overall status of their functions.
• Understand and be able to use sales database, Visual One.
• May be required to work nights, weekends, and/or overtime.
• Perform other duties or additional tasks as requested.

Required education and experience:

Education: High school diploma or equivalent required

Experience: Previous experience in a customer service position is helpful. Requires basic computer and internet skills with a typing speed reaching 50/60 wpm. Must possess strong interpersonal skills and work well independently. A working knowledge of the Visual One system is helpful.

Additional information:

The National has a competitive benefit package including medical, dental, vision, 401k, STD/LTD, and life insurance plans. All associates enjoy paid holidays and paid time off.

This position will be based at The National Conference Center in Leesburg, Virginia.

The National is an equal opportunity employer supporting diversity in all our business practices.

As part of our pre-employment process, candidates who are extended an offer of employment will be required to successfully pass a drug test and background check.

National Conference Center provides equal opportunity (EEO) to all applicants and employees, regardless of race, color, national origin, sex, marital status, pregnancy, sexual orientation, gender identity, religion, age, disability, genetic information, veteran status, or any other characteristic protected by applicable local, state, and federal laws and regulations. The company grants reasonable accommodations to applicants with known disabilities, unless doing so would pose an undue hardship for the company.