Sales & Catering Coordinator

Administrative Support for Sales & Catering

Responsible for maintaining the administrative organization and effectiveness of the sales & catering department. This is accomplished through basic administrative support, working on special projects as assigned and being proactive and responsive in a timely, friendly, tactful and professional manner.

Qualifications

Education & Experience:

• Minimum of 2 years general catering and/or office experience. Must have strong administrative office skills
• College degree; High school diploma
• Must be proficient in Windows and Delphi
• Ability to communicate in English with guests/visitors/vendors and hotel staff to their understanding.
• Fluency in a second language, helpful

Physical Requirements:

• Ability to remain stationary at assigned post for extended periods of time.
• Ability to be mobile/walk for lengths at a time
• Sedentary work, exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

General Requirements:

• Excellent phone skills exuding a "smiling voice" to the customer. Must be polite, professional and ask how they can assist the customer and take responsibility for handling the questions and requests of the customer
• Adept on property PMS and database systems
• Well organized, detail oriented with excellent follow-up skills
• Thorough knowledge of the hotel's layout, rate structure, meeting space, group capacities and capabilities
• Must be customer focused, self-motivated, approachable and able to work with different departments
• Must possess a high level of creativity, enthusiasm and flexibility

Duties & Functions:

Fundamental Requirements:

• Performs daily office duties including proposals, contracts, filing, faxing, copying, creation of files, gift certificates and mail.
• Answers sales phone lines in a timely manner based on DoubleTree by Hilton standards
• Takes messages, handles customer requests and forwards leads/inquiries to the appropriate salesperson immediately. Follow-up with the sales manager to ensure client was contacted
• The ability to effectively execute/maintain the sales process through handling of site tours and inquiry calls
• Maintains an orderly office inclusive of the filing system
• Assists Sales & Catering Teams in organizing tradeshows and sending collateral, proposal and contract to customers if needed.
• Attends catering/private dining meetings, as requested and keeps notes
• Maintains orderly inventory of collateral/giveaway items
• Orders office supplies
• Performs other related duties as outlined by Director of Sales and Marketing.
• Handle walk-ins and in-house customer requests, as needed
• Distributes Weekly and Daily BEO Packets, Group Resumes, and other appropriate weekly communications to operations team
• Secure payment for catering/private dining events
• Creates daily reader board and door signage for events
• Review bills and send event follow-up correspondence/evaluations
• Client Prospecting and Networking, as requested by Director of Sales & General Manager

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.