Sales and Event Coordinator

Four Points by Sheraton Richmond•Richmond, VA

4d•Onsite

About The Position

We are in search of a full-time Sales & Events Coordinator. In addition to providing administrative support to the Sales Manager and the General Manager, the Sales & Events Coordinator will act as a liaison between the customer and the hotel by directing each department within the hotel as to their specific role in the on-site event. The ideal candidate is a high energy individual with a friendly demeanor, a self-starter with the ability to learn new computer programs, can multitask and complete projects in a timely manner. This person should demonstrate exceptional customer service and problem-solving skills; must be a highly motivated individual who is eager and ready to accept additional responsibilities when needed.

Requirements

Previous hotel experience is preferred
Ability to communicate effectively, both orally and in writing
Skills in organizing and coordinating work, ability to work without direct supervision
Ability to understand and follow specific instructions and procedures
Ability to perform simple accounting procedures
Ability to maintain confidentiality of records and information
Skill in the use of operating copiers, printers and scanners
Must be detailed oriented and able to prioritize work
Must be customer service oriented and have excellent hospitality skills
Must be able to manage multiple tasks calmly and efficiently
Strong communication skills, both written and verbal
Strong attention to details, possess organizational skills and multi-tasking capabilities
Strong phone presence and solid customer service skills
High school diploma or GED
Minimum two to three years executive office experience preferred
Proficient with Microsoft Office including Word and Excel and the ability to learn new programs quickly
Experience with Adobe Acrobat Writer
Must be a good listener, effective communicator and detail oriented
Individual will be expected to meet deadlines, work with little supervision and be flexible to handle interruptions
Must have strong, positive guest and employee relation skills
Ability to work in a fast paced business and handle deadlines
Must be positive, upbeat and have an energetic attitude
Must be dependable and have good work ethics
Must be a self-starter and have a confident demeanor
Must be able to establish professional relationships within the hotel and manage confidential information

Nice To Haves

Prior work experience in the hotel industry and/or banquets is a plus

Responsibilities

Strives to consistently ensure a high level of customer service throughout the pre-event, event and post event phases of hotel events; handles events of all levels of complexity.
Ensures that regular, ongoing communication is happening in all areas of event operations (e.g., BEO meetings, pre-event briefings, staff meetings, front desk, housekeeping, food and beverage team, culinary team). Continually communicates a clear and consistent message regarding departmental goals to produce desired results.
Manages and executes the terms of the contract for the group/ program as outlined by the Sales Manager and per hotel standards
Has a natural ability to be creative when executing the client’s vision while maximizing revenue
Maintains a high level of service by continually providing accurate and timely information and feedback to all supporting departments
Ensures timely completion of Group Resumes and BEO's, providing to each department for all arriving groups and/or events.
Builds and maintains all Group Blocks and Posting Masters in PMS
Finalizes and balances groups and events for payment processing
Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
Coordinates site visit preparation with Sales Manager
Generates group and/or corporate leads through internet prospecting, networking, and telemarketing.
Follows consistent sales office procedures by updating sales database; record account activity, call reports, traces, and history.
Manages social media outlets
Assists with coordination of in-house customer visits
Assists Executive Office with the preparation of correspondence and reports.
Maintains, edits, and publishes sales materials, and meeting minutes
Coordinates office supplies and procedures.
Provides outstanding friendly, professional information and assistance to clients and guests.
Answers telephone promptly in a pleasing manner and accurately logs information of direct inquiries and inputs information in sales operating system.
Checks voicemails, e-mails and faxes and follow up accordingly.
Compose and type correspondence as needed.