Sales and Events Coordinator | Icicle Village Resort

Columbia Hospitality•Leavenworth, WA

19h

About The Position

The Sales and Events Coordinator supports sales, event planning and group room reservations at Icicle Village Resort. The role manages incoming leads and requests for proposals, prepares client proposals and documents, conducts site inspections, gathers event requirements, coordinates information between clients and property departments, and assists with event execution. It also oversees group guestroom reservations, rooming lists, booking links, group accounts, deposits, invoices and payment schedules. General duties include administrative support, handling sales calls and department expenses, maintaining confidential records, communicating across departments and assisting with special projects. Additional duties may be assigned based on business or property needs.

Requirements

A minimum of 1 year of hospitality experience in sales, events, or group reservations is preferred.
Knowledge of sales and/or event management and strong interpersonal skills.
Strong written and verbal communication skills, including the ability to write, proofread, and edit reports, business correspondence, and sales contracts; present information and respond to questions; and follow written and oral instructions.
Ability to perform arithmetic using whole numbers, fractions, percentages, and decimals, including calculating rates, ratios, discounts, commissions, and proportions; and to draw and interpret bar graphs.
Strong computer literacy in Microsoft Office, especially Outlook, Word, Excel, and PowerPoint.
Detail-oriented, with strong multitasking and organizational skills.
Strong personal skills, including time management, planning, organizing, and delivering results.
Ability to think creatively and develop innovative solutions or approaches.
Ability to solve problems and make decisions in routine situations.
Positive, can-do attitude and ability to adapt to a variety of situations.

Nice To Haves

Experience with property management systems is preferred.
Knowledge of hospitality sales platforms is a plus.

Responsibilities

Manage inbound RFPs and leads, assign them to the appropriate sales contact, and maintain lead reporting.
Prepare e-proposals, sales agreements, and other sales-related client documents.
Conduct site inspections and client presentations.
Collect event-planning information, including meeting setups, food and beverage specifications, and AV requirements, and communicate it to operating departments.
Act as a liaison between operations departments and clients.
Prepare and distribute Event Orders, Resumes, Diagrams, and related documents to property departments.
Attend meetings with property departments to review event details.
Monitor client satisfaction during event planning and execution and work toward client sentiment goals.
Follow accounting standards for deposits, direct billing, and pre-payment; confirm accurate revenue posting and client billing.
Maintain timely and accurate activity and client contact records in the Sales & Events database.
Establish and maintain positive, professional client relationships.
Manage group and contracted guestroom reservations, including entering rooming lists in the Property Management System, updating reservations, and creating and managing group booking links.
Communicate with group clients about guestroom reservations, deposits, and invoices.
Manage group Posting Master accounts and ensure routing and postings are correct.
Send deposit and final payment requests according to contract payment schedules as needed.
Provide group contacts with accurate and timely invoices, statements, and payment schedules.
Verify required documents and payments are on file before group arrival and notify the appropriate sales/events manager about issues or missing items.
Coordinate with accounting and the sales/events team to support efficient collections.
Report and communicate group cutoff dates, deposits due, and open balances.
Perform administrative functions, including routing mail, drafting routine correspondence, and maintaining organizational systems.
Answer sales-related calls, take clear messages, provide information, and route calls to the appropriate team member.
Process sales department invoices and expenses; maintain digital files and organize and track materials for accounting.
Maintain confidentiality of guest information and property data.
Develop favorable working relationships and open communication with all departments.
Maintain working knowledge of applicable standards, policies, and procedures; manage time and productivity efficiently and achieve assigned goals and objectives.
Assist managers during event execution and with special projects and ad hoc assignments.
Perform additional functions as requested based on business or property needs.

Benefits

Hourly pay range of $26–$30, DOE.
Paid time off.
401(k) match.
Medical, dental, vision, and disability coverage.
Company-contributed HSA/FSA plan.
Discounted lodging, dining, spa, golf, and retail.
Third-party perks, including movie tickets and attractions.
Company-sponsored life insurance policies.
Employee Assistance Program.
Columbia Cares volunteer opportunities.
Committee participation opportunities, including philanthropic and diversity, equity, and inclusion committees.
Online learning platform.
Opportunity to advance within the company.