Event Sales Coordinator

SUMMARY: To assist the Director of Catering and sales managers in making the most efficient use of his/her time. Handle all daily correspondence; assist in answering the telephone in a prompt and courteous manner by greeting and identifying the department and his/her name. Assist guests with their needs. ESSENTIAL DUTIES AND RESPONSIBILITIES Handle incoming phone calls for Sales Managers in a professional, courteous and efficient manner. Mailings – Mail menus, contracts, deposit receipts, inquiry letters, etc. as instructed by Director of Catering and Sales Manager. Log all inquiries on appropriate sheet and mail/fax information as requested Become knowledgeable with menus and pricing. Become knowledgeable in hotel and catering policies and procedures. Maintain an organized filing system for all contracts. Update and organize the catering drive to ensure all menus are current. Prepare sales kits and wedding packages for the office. Attend tradeshows/ marketing events as needed by the Director of Sales and Marketing. Send post function Thank you letters. Compile and distribute weekly packages of outstanding contracts. Prepare and distribute BEO packages, add-on contracts, floor plans, guarantee sheets, change logs, menus to follow and addendums. Circulate change sheets when necessary. Prepare wedding packages and appointment schedules for front desk log with Post As information. Detail banquet event orders using Reserve Catering software. Document Payments: Deposits, Final Payments and 40% in Opera and Reserve. Keep spreadsheets updated weekly: Ballroom Weddings, Wedding Deposits and Guarantee Sheet. Prepare Banquet checks in advance for staff. Notify Director of Catering and Sales Managers of: Outstanding signed contracts and BEO’s needed for the following week’s package. Track inventory for Wedding Packages, floorplans, room blocks, recommended services, contract paper, direction cards, stationery etc. Check e-mails and voicemails and respond accordingly to the manager when they are not in the hotel. Distribute tastings to appropriate departments and note on the cover sheet. Be familiar with Molly Pitcher Inn/Oyster Point Hotel sales policies, hotel rules and hotel terminology. Perform any other duties as requested by management within the scope of the department. Serve as the primary point of contact for client updates when the assigned Sales Manager is out of the office. This includes updating seating charts, invoices, and other event documents, then distributing revised copies to the client while copying the assigned Sales Manager on all correspondence. Monitor Sales Managers' voicemail messages during their absence to identify time-sensitive client requests, including final payments, menu revisions, floor plan updates, or other event-related changes, and ensure appropriate follow-up. Proactively contact clients to schedule final payment appointments, process payments as needed and provide payment receipts to both the client and the assigned Sales Manager. Review and distribution of all new sales leads as the priority at the beginning of each workday, ensuring timely assignment to the appropriate Sales Manager. Serve as the primary contact for all vendor phone calls, responding directly or routing inquiries as appropriate to ensure efficient communication. Manage the distribution of all incoming banquet and event phone leads transferred from the Front Desk or Reservations Department, assigning each lead to the appropriate Sales Manager in a timely and organized manner. Verify and check out all Wedding Day Folios/Fares in Maestro to ensure accurate event closure and billing completion. QUALIFICATION STANDARDS Education: High school diploma or equivalent required Ability to provide a high level of customer service Exceptional communication skills Experience: Previous administrative experience preferred. Computer proficiency. Prior experience in an Event Sales position. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. The individual must be able to work rotating schedules, be self-motivated, enthusiastic and a team oriented. Must have a friendly, helpful personality enabling one to handle stress and guest relations pleasantly and effectively. Must possess strong organizational skills and be detailed oriented. Language Skills: Ability to read and comprehend English. Ability to write correspondence. Ability to effectively present information in one on one and group situations to customers, clients and other employees of the organization. Knowledge of a second language is a plus. Reasoning Ability: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Physical requirements: Early & long hours may sometimes be required to meet our guests’ expectations. Must be able to work weekends as needed. While performing the duties of catering coordinator, the employee is required to sit for extended periods of time. Must work well in stressful, high-pressure situations (multitask) Must maintain composure and objectivity under pressure. Must be able to convey information and ideas clearly. Must be able to evaluate and select among alternative courses of action quickly and accurately. 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. NOTE: This description excludes non-essential and marginal functions of the position that are incidental to the performance of the fundamental job duties. Furthermore, the specific examples in each section are not intended to be all-inclusive. Rather, they represent the typical elements and criteria considered necessary to perform the job successfully. Other job-related duties may be assigned by the employee’s department leadership. Furthermore, this description is subject to change, at the sole discretion of the hotel, and in no way creates an employment contract, implied or otherwise; each employee remains, at all times, an “at will” associate. #ZR Source: Molly Pitcher Inn #J-18808-Ljbffr