Marketing Administrative Coordinator

Biltmore Hotel Limited • Coral Gables, FL

9d

About The Position

As a Marketing Administrative Coordinator, you will be responsible for providing administrative support to the Managing Director, Director of Marketing, and Marketing Manager in the hotel’s ongoing effort to deliver outstanding service and profitability. Under the direction of the DOM, you are responsible to assist with matters pertaining to visual collateral assets, verbal, and written messaging.

Tactical Marketing Execution Support: The role will be filled by someone committed to performing the following tasks to the highest of standards
· Opens all jobs for all collateral needed by all departments with our outside design platform. After opening the jobs, the role is responsible for facilitating the flow of jobs. Develop and update artwork for all corporate Point of Sale material (ie. flyers, brochures, signs, posters, menus, digital graphics), take a detailed brief from the requisitioning department, copy-write sourcing for suitable images, propose the most suitable layout as per the brand guidelines and ensure the artwork files are print-ready where necessary.
· Helps deliver content and provide accurate proof reading of all copy points.
· Assists in the execution and updating of all internal/external marketing communications including website, emails, collateral, and copy.
· Assist with the coordination of any marketing photos shoots, PR FAM trips or media visits to include but not limited to tours, confirmations, itinerary and coordination of welcome amenity.
· Assists with updating the monthly and annual Hot Sheet, and email calendar.
· Shared responsibility in keeping the website updated.
· Must be able to work as duties required or needed for high profile events like 4th of July, Halloween Party and New Year’s Eve.
· Where and when required, assists in responding to reviews on 3rd party review sites for operating outlets.
· Assists in developing and updating small graphic design concepts, presentations, digital banners and onsite electronic reader boards or in-room tv’s.
· Administrative responsibilities include:
o Initiate PO’s and processing invoices as requested by the DoM.
o Coordinate final art files to outside printers or other vendors.
o Facilitating day to day Marketing activities that lead to the completion of wider projects and tasks.
o Maintain the Marketing Hot Sheet with up-to-date property-wide information
o Provide the Managing Director with a Guest Survey Report on a weekly basis.
o Maintain an accurate and complete spreadsheet of all department jobs in progress.
· Ad-hoc responsibilities as directed by the Managing Director and/or Director of Marketing.

Requirements

• Print and digital design
• Proficient in Canva
• Proficient in WordPress
• Proficient in Adobe Creative Suite
• Word, Excel, PowerPoint, and Outlook
• Presentation skills.
• Copy writing skills.
• Relationship skills.
• Project and Time Management
• Programming/Experiential Marketing
• Exposure to digital and traditional media buying
• Ability to work in a fast-paced environment and thrives on getting things done
• Speak, read, write, and understand the English and Spanish.
• Speak, read, write, and understand luxury language.
• Compute accurate mathematical calculations.
• Provide legible communication and directions.
• Perform job functions with attention to detail, speed and accuracy.
• Prioritize and organize.
• Think clearly, remaining calm and resolving problems using sound judgment.
• Follow directions thoroughly.
• Understand guest’s service needs.
• Work cohesively with co-workers as part of a team.
• Assess needs, make recommendations, and execute tasks.
• Work with minimal to moderate supervision.
• Maintain confidentiality of guest information and pertinent resort data.
• Use a computer keyboard and possess basic typing skills.
• Possess moderate to advanced computer skills.
• Work in a dynamic and constantly changing environment.
• Adept to multitasking.
• Move, lift, carry, push, pull, and place objects weighing less than or equal to 20 pounds
• Stand, sit, or walk for an extended period or for an entire work shift
• Reach overhead and below the knees, including bending, twisting, pulling, and stooping
• Use, carry, and operate all necessary office equipment using finger dexterity.
• Communicate with employees, managers, subordinates and guests through verbal communication, hearing ability, and visual acuity.
• Visually look at a computer for extended periods of time.
• Adapt to moderate temperatures in the hotel as thermostat is controlled by hotel environmental systems. Most work tasks are performed indoors.
• Team Player who is accountable for their own behavior and words.
• Demonstrates co-operation within the team and with other departments
• Listens carefully and works well with others
• Has a positive influence on others in the team and clearly enjoys working with people
• Guest Focused
• Anticipates guests’ needs and is sensitive to people from all cultures
• Has a natural, warm smile and a friendly and passionate approach
• Demonstrates confident, helpful and genuine behavior with internal and external guests
• Delivers their Best
• Has energy and sense of urgency for his/her work
• Resourceful, makes things happen and looks for ways to work more efficiently
• Always looks their best and acts appropriately (e.g. approaching guests, body language)
• Composed
• Able to stay calm under pressure
• Demonstrates maturity and ability to cope with the unexpected
• Never lets personal feelings interfere with delivering the highest standards
• Trustworthy and responsible
• Excellent records of attendance and punctuality
• Is reliable and demonstrates the ability to work without supervision
• Demonstrates a high level of personal integrity, honesty and trust
• Time Management
• Uses his/her time effectively and efficiently; values time, concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities
• Makes decisions in a timely manner
• Listening
• Practices attentive and active listening; has the patience to hear people out; can accurately restate the opinions of others even when he/she disagrees

Nice To Haves

• Bachelor’s degree in marketing or design preferred
• minimum of 2 years of marketing experience in luxury or high-end hospitality industry preferred
• minimum 1-year social media and or pr agency experience preferred.
• 1-year creative design.

Responsibilities

• Opens all jobs for all collateral needed by all departments with our outside design platform. After opening the jobs, the role is responsible for facilitating the flow of jobs.
• Develop and update artwork for all corporate Point of Sale material (ie. flyers, brochures, signs, posters, menus, digital graphics), take a detailed brief from the requisitioning department, copy-write sourcing for suitable images, propose the most suitable layout as per the brand guidelines and ensure the artwork files are print-ready where necessary.
• Helps deliver content and provide accurate proof reading of all copy points.
• Assists in the execution and updating of all internal/external marketing communications including website, emails, collateral, and copy.
• Assist with the coordination of any marketing photos shoots, PR FAM trips or media visits to include but not limited to tours, confirmations, itinerary and coordination of welcome amenity.
• Assists with updating the monthly and annual Hot Sheet, and email calendar.
• Shared responsibility in keeping the website updated.
• Must be able to work as duties required or needed for high profile events like 4th of July, Halloween Party and New Year’s Eve.
• Where and when required, assists in responding to reviews on 3rd party review sites for operating outlets.
• Assists in developing and updating small graphic design concepts, presentations, digital banners and onsite electronic reader boards or in-room tv’s.
• Initiate PO’s and processing invoices as requested by the DoM.
• Coordinate final art files to outside printers or other vendors.
• Facilitating day to day Marketing activities that lead to the completion of wider projects and tasks.
• Maintain the Marketing Hot Sheet with up-to-date property-wide information
• Provide the Managing Director with a Guest Survey Report on a weekly basis.
• Maintain an accurate and complete spreadsheet of all department jobs in progress.
• Ad-hoc responsibilities as directed by the Managing Director and/or Director of Marketing.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level