Sales and Catering Coordinator (Weddings) - Cavalier Resort

Professional Hospitality Resources, Inc. and Ocean Beach Club LLC•Virginia Beach, VA

20h

About The Position

The Sales and Catering Coordinator will provide dual support to the Director of Sales, Director of Catering and General Manager. Responsibilities include the management of day to day work flow and administration, maintaining the quality of the Delphi database, coordinating booking information and reports and providing sales support.

Requirements

Excellent verbal and written communication skills, excellent customer service skills with vendors, clients, etc.
Knowledge of Delphi and OnQ preferred
Expert knowledge of Microsoft Office products; Excel, Word, Point and Outlook
A good understanding of Sales and Conference Planning procedures
Knowledge of a hotel structure and how all departments interact a plus

Responsibilities

Perform administrative duties as needed for General Manager.
Manage, monitor, process and track departmental expenses within budget in conjunction with the Sales Department
Ensure on-going verification and reconciliation of room blocks between Reservations and Sales on a regular basis.
Assist Director of Sales in maintaining and updating plan values in Delphi to include: Transient Protect, Group Room Budget (Rooms and Rates), and Minimum Acceptable Rate (MAR) and Sales Goals by Sales Manager.
Monitor the GRC in Delphi and ensure Tentatives and Proposals do not stay on books past due dates
Manage the actual pick up of group room blocks in Delphi - This would also include all adjustments
Create and send letters, proposals, BEO’s, e-mails and contracts to clients as directed by the sales team
Perform all administrative duties as needed for Director of Sales and Director of Catering.
Interface with and assist visitors and clients to the sales office as well as via phone and e-mail
Ordering of office supplies for the sales department
Extremely organized & is able to handle several projects & tasks simultaneously
Assist Director of Sales prepare and distribute daily, weekly, monthly and quarterly sales reports.
Ad hoc reports as requested
Track and maintain the inventory of all collateral and marketing pieces. Proactively order replacements as needed
Administrative duties including faxing, scanning, mail contracts, letters, creating and sending letters, proposals, e-mails and contracts to clients as directed by sales manager
Responsible for turn-over process for DOS and DOC once a booking is definite and work with Reservations
Processes all group sales contracts within 24 hours of receiving original, and ensures booking details are thoroughly communicated with Reservations and Operations.
Prepare cover sheets, rooming lists and ASAP reports based on room blocks and customer information
Coordinate advance deposits and payment of same and ensure assigned sales managers have collected per contract
Check voicemail and email when sales team members are out of the office to ensure proper and timely follow up on all leads
Manage incoming calls and inquiries and respond to as directed