JOB SUMMARY

To work as a liaison between all in house groups, conventions, meetings, and all departments of the hotel. To maximize guest satisfaction by providing efficient administrative support to the daily operations of the Sales and Catering team in line with Sheraton Garden Grove-Anaheim South Hotel and Marriott brand standards.

ESSENTIAL FUNCTIONS

• Provide administrative support to the Director of Sales & Marketing and Catering Managers
• The sales coordinator primary role is to perform general office duties to support Sales & Marketing team e.g., filing, sending emails, typing, faxing, copying, loading special or negotiated rates on to the property management system and maintaining customer and company profiles.
• Maintains a working knowledge of the sales and front desk departments
• Attends all Catering & Sales Promotions meetings as requested
• Attend all required training sessions
• Ensure efficient communication between all departments
• Processes all BONVoY points upon completion of event
• Remains current on all hotel features, services, hours of operation, room types, room numbers, room availability, décor, room rates, special packages and promotions, and Sheraton brand standards
• Responds to inquiries and refers guests/clients to the appropriate Sales and Catering manager as necessary; ensure timely follow up on the same business day.
• Take small bookings repeat or new, as required. Any larger more detailed requests for bookings, proposals or negotiations are to be passed on to the appropriate Sales or Catering Manager.
• Assists Sales and Catering team with communication with clients, service staff, wholesalers and coworkers regarding guest questions, special requests, changes, group information, and close-out dates
• Develops and maintains positive relationships with all guests, clients, and VIPs to produce additional business
• Assesses the needs of VIP guests and awards upgrades according to operational policies and standards
• Prepares and distributes Group Resumes and Event Orders (BEO’s) and Group Recap by Wednesday at noon for the following week’s functions to the following parties: Director of Sales & Marketing , Assistant Director of Sales, F&B Supervisor, Culinary Team, Accounting, Front Desk/Night Audit. Distribution of these is the highest priority.
• Communicate any change of status or revised contracts to the above-mentioned parties in a timely fashion
• Prepare and send out all correspondence concerning: Group/Function Contracts, Terms & Conditions within 48 hours of confirmation
• Creates and maintains an accurate filing system for the Sales and Catering department
• Maintain an accurate tracking of signed Group/Function Contracts, Terms & Conditions, Rooming Lists, Deposits, etc.
• Processes information in the Property Management System, communicates all cut-off dates, and releases rooms as needed for resale in an accurate and timely manner
• Ensure the method of payment at time of contract is still current method of payment when finalizing charges
• Review all master accounts within 3 days of group check out to ensure all postings are accurate and settle the balance, if needed
• Prepares and codes special billing for group events or VIP arrivals, and establishes credit when necessary
• Reports credit card and cash deposits accurately and in a timely manner; Runs Deposits Due report to ensure all deposits are taken accordingly
• Close out groups. Invoices or folios should be promptly mailed/emailed after verification from the Director of Sales & Marketing and Assistant Director of Sales.
• Competitive analysis every six months by calling competition by gathering data such as Banquet Kits, Room Rental Rates, etc.
• Generates weekly reports for the General Manager and Director of Sales & Marketing
• Assists the Accounting Department with outstanding receivables
• Monitors sales kit and office supply inventories and processes supply orders as necessary
• Assists in the preparation of Sales Promotions & Mailings.
• Conducts scheduled and walk-in property sites, when necessary
• Coordinates catering menus, banquet set-ups, and audiovisual needs with clients, if managers are not available
• Performs other job duties as requested and/or required
• Provides high-level administrative support by conducting research, preparing statistical reports, collecting, and processing sensitive data, resolving guest issues and perform clerical functions.

ADDITIONAL FUNCTIONS

• Answer telephone and respond to caller inquiries in a pleasant manner.
• Answer client / bookers questions about property facilities/services (e.g., hours of operation, rates and room types, packages, promotions, entertainment, restaurants etc.)
• Serve as a point of contact for clients and communicate with them by phone and email to respond to questions and requests.
• Responsible for coordinating internally with the sales & marketing team.
• Generating reports, preparing proposals, collections details, coordinating with clients & suppliers.
• Prepare sales-related documents throughout the sales process
• Gather materials and assemble information packages (e.g., brochures, promotional materials, sales demo kit, welcome kit, souvenir etc.).
• Generate group and/or corporate leads through internet prospecting, networking, and telemarketing.
• Manage and maintain sales executives and managers schedules, appointments and travel arrangements.
• Assist sales team by managing schedules, filing important documents and communicating relevant information.
• Arrange and co-ordinate meetings, events, and any appointments.
• Record, transcribe and distribute minutes of meetings.
• Interaction with client in regard to leads, hotel needs and client travel.
• Meets with clients in the absence of the Director of Sales & Marketing and or Assistant Director of Sales to convey details of the sale effectively and professionally to the client.
• Perform hotel site tours with potential clients.
• Design, upload, extract and maintain customer databases.
• Load and Manage Rate Codes to the Hotel Software and link the negotiated rates to the correct company profiles.
• Print Daily Sales reports for each sales manager and submit to Director of Sales & Marketing.
• Print Sales manager productivity reports for each sales manager and submit to Director of Sales.
• File and retrieve documents and reference materials.
• Conduct research and collect data to prepare reports and documents.
• Utilizes efficient sales strategy for the maximization of hotel revenue.
• Coordinates necessary arrangements with vendors relating to sales.
• Establishes strong relationships with vendors to ensure maximization of hotel revenue.
• Ensures all documents produced by the Sales Department (i.e., BEO’s, contracts, rooming lists, proposals) are completed accurately and on time.
• Respond to complaints from customers and give after-sales support when requested.
• Ensure the adequacy of sales-related equipment or material are always available.
• Serves as the Social Media Champion Assists and develops the marketing efforts of the hotel in a variety of ways. One method is through the use of Marriott’s’[s social media platform Sprinkler curating content to post on Facebook, Instagram, and LinkedIn. Minimum requirements include: One Weekly photo with caption along with any business/person they wish to tag. Also include any relevant hashtags. Post to be submitted via Sprinkler and approved by GM and or Director of Sales & Marketing and Five Monthly targets of other local business to like and follow. (Use social media to build relationships and take it offline)
• Additional Marketing duties will include managing the marketing budget and spend relative to advertising i.e. Expedia travel ads Booking.com travel ads Marriott Approved platform on MDS developing a media mix that will generate the greatest ROI.
• Responsibilities – Responsibilities may change or grow as the department develops and the business climate changes.

JOB SPECIFICATIONS

• Education: High school diploma or equivalent
• Experience: 2-4 years previous administrative and/or hotel experience preferred
• Strong written and verbal communication skills
• Proficient knowledge of computer applications, such as Excel, Word, Outlook, PowerPoint, CI/TY SMEE and Reporting Rock Star
• Working knowledge of general office equipment, such as phones faxes, copy machines, scanners, etc.
• Previous experience in Sales or using a Property Management System is a plus
• Languages: Written and verbal understanding of English; additional languages are a plus

JOB CONTEXT

• Work Attire: Business Casual
• Physical Work Conditions:
• Requires ability to work in a sitting position for long periods of time (up to 9 hours)
• Requires considerable amounts of time on a computer
• Occasional standing and walking
• Requires use of your arms and legs and moving your whole body, such as, lifting, balancing, walking, stooping, grasping, and reaching
• Requires infrequent lifting and/or pushing and pulling of items up to 15 pounds

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Work Location: One location

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